Academic Guidelines

Student Records

The director of admissions and records is the custodian of all student records except those specifically relating to financial aid. ACC defines “student records” as any information collected, assembled, or maintained by the college. This includes documents, writings, letters, memoranda, computer tapes, and other materials written or otherwise that directly or indirectly contain the identity of the student. Student records are confidential. Any student, regardless of age, has access to his/ her records and is entitled to receive copies at the established duplication rate. Students do not have access to the parent’s confidential financial statement. ACC will release a transcript to other educational institutions if the college receives a written request from the student, the student has no outstanding financial obligations, and there are no holds on the student’s academic record.

Student records include:

• Applications for admission
• Financial aid
• Veterans’ training
• Standardized achievement test scores
• Scores on standardized tests
• Specialized testing results
• Family background information
• Transcripts of grades

Obligations and Record Holds

ACC will place a hold on student records when students fail to meet certain obligations. A hold prevents students from registering, graduating, or receiving official transcripts. Students with holds also may be withdrawn from classes under certain circumstances. A hold may be placed on records for a variety of reasons, including:

• Failure to return items to the library or pay fines
• Improper acceptance of aid
• Failure to pay for damaged college property
• Failure to file required documents
• Failure to register for proper developmental course(s)
• Enrollment under false pretenses
• Disciplinary action
• Incorrect address (mail returned)
• Failure to pay a debt to the college

Student Privacy

The following statement concerning student records maintained by ACC is published in compliance with the Family Education Rights and Privacy Act of 1974. The release of information to the public without the consent of the student will be limited to that designated as directory information. Directory information includes name, address, telephone number, date and place of birth, major field of study, participation in activities, date of attendance, degrees, certificates and awards, name of the previous educational institution attended, and student classification and enrollment status. Any student objecting to the release of all or any portion of such information must notify Admissions and Records in writing within the first 12 class days of the semester. The restriction will remain in effect until revoked by the student.

Transcripts

Official transcripts are issued at all campuses. A fee of $5 per copy is due in advance. Checks should be made payable to ACC.

Transcript requests will be honored as quickly as possible on a first-come, first-served basis. During peak periods including commencement and registration, transcripts should be requested two weeks in advance. Student must make all requests in writing. Requests by persons other than the student will not be honored without the student’s personal signature and a copy of a valid photo ID (Family Educational Rights and Privacy Act of 1974).

The Social Security number of the student is required to properly identify the student’s file. All financial and other obligations to the college must be cleared before transcripts can be released. Continuing Education students may obtain their transcripts and duplicate certificates from the Continuing Education Division, Fourth Floor, Highland Business Center, 5930 Middle Fiskville Road, Austin, Texas 78752.