Student Files

A permanent file is maintained on each current and former student who has enrolled in TTCN. Each student record will contain a minimum of the following information: (1) application for enrollment; (2) test scores, when applicable (3) monthly/trimester evaluations; (4) statements of student understanding and agreements; (5) medical information sheet; (6) transcript information; (7) monthly summaries of training hours; and, (8) financial aid records, when applicable.

Student Record Confidentiality

All student records are confidential in accordance with the Family Educational Rights and Privacy Act (Buckley Amendment), T.C.A. 15-305 and 20 V.S.C.–1232 g. Confidential student information may not be disclosed without the written consent of the student. Consent to release forms and information regarding disclosure procedures may be obtained from the Student Records Office. Any student of the Center has the right to inspect, review, and/or obtain a copy of his/her educational records. A student may review his/her file under the supervision of authorized Center officials. A student must submit a written request to the Student Records Office in order to obtain a copy of his/her educational records. The Student Records Office will have up to 45 days to comply with the student’s request. A fee of $2.00 per document will be charged for the duplication of any information contained in the student’s file.          

Family Education Rights and Privacy Act (FERPA)

Students of TTCN have legal rights under the Family Educational Rights and Privacy Act of 1974, as well as the related regulations of the Department of Education. This law, also referred to as the Buckley Amendment, and the regulations provide that:

A student has a right to inspect and review their education records by submitting a written request to the Student Records Clerk. Within 30 days of the request, the Student Records Clerk will notify the student of the date and time when the records can be inspected.

A student may request that any record be amended if the student believes it is inaccurate, misleading, or otherwise in violation of privacy rights. To request an amendment, the student must write the school official responsible for the record and clearly specify why it is inaccurate or misleading. If the school decides not to amend the record; the student will be notified of his/her rights to a school hearing. Additional information regarding hearing procedures will be provided to the student at that time.

TTCN will obtain the student’s written consent before disclosing personally identifiable information about the student from their records, unless the consent is not required by the law or the regulations. One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official has a legitimate educational interest if the official is a person employed by TTCN in an administrative, supervisory, faculty or staff position; a person or company with whom the school has contracted services; a member of the school’s governing board, or a student serving in an official capacity, such as student review hearings.

Upon request, the school also discloses education records without consent to officials of another school in which a student seeks or intends to enroll, but will notify the student, if possible, of this request.

A student has the right to file a complaint with the U. S. Department of Education concerning alleged failures by TTCN to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Family Policy Compliance Office

U. S. Department of Education

600 Independence Avenue, SW

Washington, DC 20202-4605

As a matter of policy, TTCN does not disclose directory information of any kind without the student’s consent. “Directory information” means information contained in an education record of a student which would generally be considered harmful, or an invasion of privacy if disclosed. It includes such data as:

·    Name

·    Address

·    Date of birth

·    Telephone listing

·    Course of study

·    Dates of attendance

·    Awards earned

·    Most recent previous institution attended

·    Other information of the type above specifically approved by the institution or school as acceptable directory information

TTCN does not sell or otherwise provide mailing list of students to any person or entity except as mandated by certain federal laws for military recruiters. The Solomon Amendment requires the release of name address, and date of birth to military recruiters upon their request

Students desiring a copy of their academic transcript must complete the transcript request form and submit it to the Student Services office. For more information you may call the Records Office at (615) 425-5505.

Transcript of Academic Record

All transcript requests must be in writing. No telephone request will be honored. Faxed request with required information, student signature, and dated are acceptable. Normally, transcripts will be sent within one week after receiving the request from a student. The first transcript request is free. A $2.00 fee is charged for additional transcripts. Proper identification will be requested for all transcript requests made in person.

High School Transcripts and GED Scores

GED scores and transcripts are required to be on file in the Student Services Office. Request Forms are available for both Metro Schools and out-of-county schools.

Transcripts

Persons desiring transcripts to be mailed to employers or other educational institutions must come to the Student Records Office to make the request. Each student is required to sign a release form to protect the right to confidentiality of records. However, if the transcript is to be delivered personally a release will be unnecessary.

Transfer of Student Records to other Institutions

Educational records may be disclosed without the student’s consent to officials of another school or institution in which a student seeks or intends to enroll.

The transcript request form is in PDF and will require Adobe's free Acrobat Reader to view and/or print.

Transcript Request Form