Student Records and Transcripts
Records The Records Office is a single office at Pensacola State College and is located on the Pensacola Campus. All permanent, official, and final records of students are housed in and released by this office. Student records are maintained in a fire protected vault and in electronic computer files. Information is released only upon the written request of the student in accordance with federal laws. Additional details on student records, the procedures for accessing records, appealing record contents, and receiving restricted records, and other rights of the Family Educational Rights and Privacy Act of 1974 are available from the College Registrar.
Transcripts A transcript of a student’s academic record is kept in electronic files, filed in a permanent record folder, or housed on an archival record medium in the Records Office. Transcripts and other student record information will not be released if a student has an outstanding obligation to the College (incomplete admissions file or financial obligation). Under most circumstances, a student may obtain a copy of his/her transcript on the next business day after submitting the request. All transcripts issued to students will be stamped “issued to student.” Transcripts may be requested through a student’s SPYGLASS record at www.pensacolastate.edu. Transcripts may be requested in writing at a registration office or by mail/FAX. The written request must be accompanied by photo identification.
Enrollment Certification Go to www.pensacolastate.edu. Click on the Spyglass icon on the landing page. Choose Enrollment Verification from the available menu buttons. Complete the online from and print the document you need from your own computer. The certification request may be used to provide information to outside agencies to verify your enrollment status, your anticipated graduation, your grade point average, and other items from your education record. The outside agencies normally requiring this type of information include potential employers, the Social Security Administration, automobile and health insurance companies, branches of the military for identification card purposes, etc.
If you need any information that is not provided through the online form, please visit a Records Office or Student Services Office on any campus or center.
Release of Student Information The disclosure of student information is governed by the policies of the Pensacola State College Board of Trustees and the Florida Department of Education within the parameters established by state and federal laws, including the Family Educational Rights and Privacy Act of 1974 (FERPA).
The written consent of the student is required for the disclosure or publication of any information that is personally identifiable of the student and part of the educational record. Certain exceptions, both in types of information that can be disclosed and in access to that information, are allowed by FERPA.
Subject to statutory conditions and limitations, prior consent of the student is not required for disclosure of information in the educational record to or for the following:
- Officials of the College with a legitimate educational interest State and Federal departments of education (DOE) as required for reporting and tracking of students;
- Certain government agencies;
- Accrediting organizations;
- Certain financial aid matters;
- Certain research circumstances;
- Health and safety emergencies;
- Pursuant to order or subpoena provided the student is notified in advance of the College’s compliance with the order or subpoena; and
- Any situation required by law.
Parents’ Rights to Student Information
When a dependent student enters a post-secondary institution, the privacy/confidentiality rights transfer from the parent to the student. The Family Educational Rights and Privacy Act (FERPA) permits the release of information, other than Directory Information, to parents and legal guardians of dependent students. Pensacola State College will release information to an eligible parent or legal guardian in accordance with the specifications in FERPA and under the following circumstances:
The student is a dependent according to the Federal Internal Revenue Code.
The parent or legal guardian signs an affidavit, under penalty of perjury, indicating his/her status as the parent or legal guardian of a student who is eligible to be claimed as a dependent for IRS purposes. The affidavit may be obtained in any registration office and must be notarized.
The notarized statement described above will be filed in the student’s permanent record, a copy will be provided to the parent, and the affidavit will remain effective for the tax year in which it was submitted.
In situations where the parent or legal guardian is asking for specific information known only by the instructor of a class in which the student is enrolled, the parent or legal guardian will complete the affidavit and will be provided a copy of the affidavit to present to the instructor for a scheduled conference. FERPA prohibits discussion by telephone or through email with anyone other than the student.
Pensacola State College may request documentation to substantiate the claim to eligibility for the confidential student information.
Directory Information
Prior consent of the student is not required for disclosure of portions of the educational record defined by the College as Directory Information. Pensacola State College includes the following as Directory Information:
- Whether or not the student is currently enrolled;
- Dates of registered attendance;
- Degree(s) earned, date, major or field of concentration, and honors received;
- Participation in officially recognized activities and sports; and
- Weight and height of members of athletic teams.
Directory Information may be released by or published by the College without prior written consent of the student unless the student submits a formal request to withhold the release of Directory Information.
Solomon Amendment (Information Provided to Military Recruiters)
If “student recruiting information” is requested by any branch of the armed services, the Solomon Amendment to the Family Education Rights and Privacy Act (FERPA) requires institutions to provide the information on currently enrolled students who are at least seventeen years of age. The information may be requested by any branch of the armed services no more than once per semester.
“Student recruiting information” is defined by federal law as student name, address, telephone number(s), age or date of birth, birth place, class level, degrees received, major, and most recent educational institution attended. Students who do not wish recruiting information to be released to military recruiters may file the Request for Confidential Status of Directory Information (see below).
Request for Confidential Status of Directory Information
A student may request that no information, including Directory Information, be released except as required by law. The student must complete the Request for Confidential Status of Directory Information form available in any Admissions and Information or Student Services Office. A student’s request to prevent the release of any information will result in preventing the publication of all items including graduation, honors, and awards. Further, queries to the College by prospective employers regarding dates of enrollment and graduation information will not be answered. Students are encouraged to contact the Records Office with any concerns about confidentiality of records and release of information. The Request for Confidential Status of Directory Information will not prevent the release of information to an eligible parent or legal guardian, and subpoenas will be honored regardless of the request for confidential status.