Student Disclosures

• Notice of Availability of Institutional and Financial Aid Information
• Contact Information for Assistance in Obtaining Institutional or Financial Aid Information

• • Privacy of Student Records – Family Educational Rights and Privacy Act (FERPA)
  • Consumer Information on College Navigator Website
  • Facilities and Services for Students with Disabilities
  • Student Diversity
  • Price of Attendance
  • Net Price Calculator
  • Gainful Employment Program Disclosures
  • Refund Policy
  • Requirements for Withdrawal and Return of Federal Financial Aid
  • Textbook Information
  • Educational Program
  • Instructional Facilities
  • Faculty
  • Transfer of Credit Policies
  • Articulation Agreements
  • Accreditation, Approval, and Licensure of Institution and Programs
  • Acceptable Use Policy, Copyright Infringement, including Peer-to-Peer File Sharing – Policies and Sanctions
  • Student Activities
  • Career and Job Placement Services

• • Campus Security Policies and Annual Report
  • Information for Crime Victims About Disciplinary Hearings*

Click here to view the Student Information Release Authorization form.

I. Purpose
This policy ensures that West Shore Community College (WSCC) fairly and legally collects, uses, safeguards, and discloses personally identifiable information (PII) about students, employees, and others concerned. The policy complies with applicable federal and state statutes, providing consistent directions on treating Personal Information throughout the college.

II. Authority

• Michigan Identity Theft Protection Act (MCL 445.72).
• FERPA (Family Educational Rights and Privacy Act).
• GLBA Gramm-Leach-Bliley Act. Employment and HR-related privacy laws.
• Employment and HR-related privacy laws.

IIII. Procedure

1. Data Collection
Students: Personal data is collected via applications, registration, course registrations, financial aid applications, surveys, and other academic processes.

Employees: Personal data is collected via employment applications, onboarding, payroll and benefit processes, performance appraisals, and other HR-related processes.

Regulatory Compliance: Data is collected as necessary to comply with federal, state, and institutional regulations.

2. Data Usage
Students: Data is used for academic advising, course registration, financial aid processing, institutional research, and compliance with legal requirements.

Employees: Data is used for payroll and benefits administration, performance evaluation, employment compliance, and institutional planning.

3. Data Protection
WSCC implements administrative, technical, and physical safeguards to protect personal data from unauthorized access, disclosure, alteration, or destruction. Safeguards include:

• Secure Storage Systems and encryption technologies.
• Access controls and authentication protocols.
• Regular audits and monitoring of data access.

4. Data Sharing

Students: Personal Data may be shared with regulatory agencies, research organizations, or entities as required by law. Also, under FERPA, PII may be shared without student or parent consent in the following common situations.

Notice: All disclosures of student personally identifiable information (PII) described in this section are made in accordance with the Family Educational Rights and Privacy Act (FERPA), including §99.31(a)(1).

1. With College Officials – Only those with a legitimate educational interest (e.g., Faculty , advisors, administrative, business, student service, and IT departments).
2. To Other Schools – If a student is transferring or enrolling somewhere else.
3. For Financial Aid Purposes – Shared with federal or state agencies administering student aid (e.g., FAFSA, U.S. Department of Education).
4. With Regulatory or Government Agencies

• U.S. Department of Education (e.g., National Center for Education Statistics surveys, audits, program reviews).
• State Education Departments for compliance reporting or accountability purposes.

5. In Health & Safety Emergencies – If disclosure is necessary to protect student or public safety.
6. Court Orders or Subpoenas – When legally required to disclose information.

Employees: Personal Data may be shared with regulatory agencies or entities as required by law. Also, PII may be shared without employee consent in the following common situations.

Notice: All disclosures of employee PII described in this section are made in accordance with the Health Insurance Portability and Accountability Act (HIPAA).

1. With College Officials – Only those with a legitimate need to know (e.g., supervisors, leadership).
2. For Insurance Benefits – Shared with insurance entities for the purpose of providing health insurance.
3. With Regulatory or Government Agencies

• Internal Revenue Services
• U.S. Department of Labor

4. In Health & Safety Emergencies – If disclosure is necessary to protect employee or public safety.
5. Court Orders or Subpoenas – When legally required to disclose information.
6. Freedom of Information Act. (FOIA) – Can required the release of some employee information such as directory information and salary

5. Access and Rights

Individuals may request access to their personal data and request corrections to inaccurate or incomplete information.

Students: Requests directed to the Office of the Registrar.

Employees: Requests directed to the Human Resources Department.

Contact Information: djcampbell@westshore.edu

6. Data Retention and Destruction

• Data is retained only as long as required for academic, employment, or legal purposes.
• Secure destruction methods are used once retention periods expire, including shredding paper records and permanently deleting electronic files.

7. Data Breach Notification

Notice: All breach notifications will comply with the Michigan Identity Theft Protection Act (MCL 445.72) and any applicable federal laws, such as FERPA and GLBA.

• WSCC will promptly investigate and contain the breach.
• Affected individuals will be notified per Michigan law and applicable federal regulations.
• WSCC will work with its insurance provider, as applicable, to support breach response, mitigation, and recovery efforts.
• Steps will be taken to mitigate potential harm and prevent future breaches.

8. Policy Disclosure

• This policy is publicly available on the WSCC website.
• The policy is reviewed regularly to ensure compliance with applicable laws and institutional standards.

• • Initial Loan Counseling for Student Borrowers
  • Institutional Code of Conduction for Educational Loans