Lansing Community College
Procedure Details

Procedure Title: Educational Record Verification
Procedure #: RO.030
Revision #: 000

Unit Responsible: Registrar’s Office
Individual Responsible: Registrar

Effective Date: 08/16/2024
Initial Approval Date: 08/16/2024
Last Review/Update Date: 08/16/2024
Next Review Date: 08/01/2027

*Does this procedure support a Board Policy? Yes
If yes, identify: 3.030 - Academic Records

Board policies can be found at: LCC Board of Trustees Policy Page

*Does this procedure support HLC criteria and/or Assumed Practices? Yes
If yes, identify: 2A, 5A, C2

HLC Criteria can be found at: HLC Accreditation Criteria
HLC Assumed Practices can be found at: HLC Assumed Practices

*Does this procedure support a State or Federal Regulation? Yes
If yes, identify: Family Educational Rights and Privacy Act (FERPA)

*Note: Standard Operating Procedures should be in furtherance of some LCC policy and/or accreditation criteria, even if the relationship is not direct. Assistance in determining this information can be obtained from the Academic Procedure Advisory Committee (APAC) and/or the Accreditation Liaison Officer.

Educational Record Verification, BP 3.030

1. Purpose

To provide students with a method to verify aspects of their educational record at Lansing Community College (LCC) for instances where an official transcript is not needed or will not suffice. 


2. Scope

Applies to all students with an educational record, the Registrar’s Office, Financial Aid, and the Office of Student Compliance. 


3. Prerequisites

Pursuant to FERPA, a signed Release of Information (ROI) must be on file, or accompanying the request if initiated by a third-party requestor, before LCC can verify an educational record. LCC will evaluate all requests and ROIs for authenticity before releasing any information.

LCC is not able to verify enrollment for a particular semester until after the end of the 50% refund period for that semester.

4. Responsibilities

  • Registrar’s Office – Responsible for fulfilling requests.
  • Financial Aid Office – Responsible for fulfilling requests when Financial Aid information or financial confirmation is required.
  • Office of Student Compliance Staff – Responsible for fulfilling requests when student compliance or Title IX is required.
  • Academic Departments – Responsible for fulfilling requests when program-specific information is required.
  • Student – Responsible for initiating the request themselves or signing an ROI document if the request is submitted by a third party.


5. Procedure

  1. Student or third party submits a request in writing to the Registrar’s Office. Student can submit the Verification Request form, or the third party may submit their own form, which may require an ROI.
  2. Registrar’s Office staff verifies that the request and ROI are legitimate, and determines which area needs to fulfill the request. 
    1. Registrar’s Office staff forwards the request to the Office of Student Compliance, corresponding academic department, or Financial Aid to fulfill the request if it requires verification by those areas.
  3. Registrar’s Office staff verifies or provides the requested information about the student’s educational record.
  4. Registrar’s Office staff sends the verification to the indicated recipient.
  5. A note is made in the student’s educational record in the College student information system to document that the verification request has been fulfilled, and to whom it was sent.
  6. A completed copy of the request is maintained by the Registrar’s Office in accordance with LCC’s Retention Schedules. 

 

6. Reference


7. Definitions

Educational Record, as defined by FERPA