Admissions & Records

Important Dates & Events

HOURS

Aug 17 - Aug 30, 2014
DayTime
Sun: Closed
Mon: 8:00 am - 7:00 pm
Tue: 8:00 am - 7:00 pm
Wed: 8:00 am - 5:00 pm
Thu: 8:00 am - 5:00 pm
Fri: 8:00 am - 3:00 pm
Sat: Closed
Upcoming Hours

CONTACT
Greeley Campus
College Center, 1st Floor
5401 W 20th Street
Greeley, CO 80634
admissions.records@aims.edu
Phone: (970) 339-6440
Fax: (970) 506-6958

FAQs

Frequently Asked Questions for: Admissions & Records - FERPA

  1. What does FERPA really mean for me?
  2. Is it ok to give my parents (spouse, financial sponsor, etc) my myAims username and password?
  3. Does all of this apply only to my academic records?
  4. I have been assigned a generic number for my AIMS student ID. Why are you still asking for my Social Security number?
  5. What information has AIMS defined as directory information?
  6. How do I prevent my directory information from being released?
  7. I want my information restricted for personal safety reasons, but I wonder, are there any negative consequences to restricting release of my directory information?
  8. Parental Access to Children's Education Records
  9. How can my parents (or spouse, financial sponsor, etc.) get a copy of my grade report?
  10. Do faculty members have a right to inspect education records of any student without giving a reason?
  11. Can a faculty member post my grades by their office door or online?

What does FERPA really mean for me?

To ensure the confidentiality and protection of your student records:
  • You must provide picture identification for in-person access to services and your records.
  • You must select your private password and security question when activating your myAims Logon, which ONLY YOU will use to access web-based records and services.
  • For your protection, services over the telephone and e-mail may be limited if the college person you are calling or emailing does not know you or is not confident of your identity.
  • Students must use their confidential (e-mail) User I.D. and Password for registration, drop/add, fee payment and grade information on the Web.
  • Your directory information may be released to anyone who asks, unless you take specific steps to prevent the release of your information (see next question).


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Is it ok to give my parents (spouse, financial sponsor, etc) my myAims username and password?

No. Your username and password not only act as your electronic signature contractually binding you to any online transactions you may choose, it also acts as your key to your confidential school records. It is recommended that if your parent (spouse, financial sponsor, etc) would like information, they should speak with you directly.

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Does all of this apply only to my academic records?

No, FERPA applies to “education records,” which includes everything the college maintains about you in any media. Categories of education records areas may include academic, financial, activities, disciplinary, etc. Medical and/or personal counseling records are protected under separate regulations and professional guidelines.

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I have been assigned a generic number for my AIMS student ID. Why are you still asking for my Social Security number?

Under the terms of the federal Education Tax Credits legislation, AIMS is required to provide tuition and fee payment information annually to the IRS. Your SSN is required for this reporting, even if you use a non-SSN student ID number and you will claim neither the Hope Scholarship tax credit nor the Lifetime Learning tax credit. Additionally, if you apply for financial assistance of any type (grants, loans, scholarships, etc.), you will be required to submit your SSN with that application.

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What information has AIMS defined as directory information?

FERPA allows the College to identify information which it considers public record and can release this directory information without student authorization. Directory information at AIMS includes the following information about the student:
  • Name
  • Dates and terms of enrollment at the College (This does NOT mean course attendance)
  • Enrollment status, Full or Part Time
  • Degrees and/or certificates earned
  • Major fields of study


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How do I prevent my directory information from being released?

A written request to flag your student records as “Confidential” may be submitted to the College Registrar. Note: It is important to remember that your decision remains in effect until you request in writing to change it.

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I want my information restricted for personal safety reasons, but I wonder, are there any negative consequences to restricting release of my directory information?

Yes. Here are some examples of what could occur after you have restricted release of your directory information:
  • Any Release of Confidential Information form on file would become null and void.
  • After you graduate, AIMS could not confirm for a potential employer that you have completed your degree, without your advance written consent. Following your wish for full non-disclosure, AIMS could not even confirm that you had ever been a student.


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Parental Access to Children's Education Records

At the post secondary level, parents have no inherent rights to inspect a student's education records. The right to inspect is limited solely to the student. *Important note to discuss with your parents/family*: Once you have moved into post-secondary education, regardless of your age, all rights belong to you. Unlike your elementary school and high school experience, your parents and others have no inherent rights to access your education records. To avoid any misunderstandings, you are strongly encouraged to discuss this new aspect of educational rights with your family before beginning classes.

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How can my parents (or spouse, financial sponsor, etc.) get a copy of my grade report?

Aims does not mail grade reports, even to students. You are encouraged to discuss the following options for obtaining your grades in advance of the close of your first semester at Aims:
  • The easiest and the recommended way is for you to print a copy from myAims and share it with them.
  • Visit the Fort Lupton, Loveland, or main campus in Greeley and request a copy of your unofficial transcript, which will reflect all of your grades. Provide a copy to your family or sponsor.
  • You may file a Release of Confidential Information form with the College Records Office authorizing them to have access to your records. Person designated for release must pick up the information in person with a picture ID. This Release does have an expiration date.


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Do faculty members have a right to inspect education records of any student without giving a reason?

No. Faculty members are considered school officials, but the faculty member must demonstrate a legitimate educational interest in their request to access student records. For example, AIMS provides transcripts to faculty members for advising purposes.

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Can a faculty member post my grades by their office door or online?

The public posting of grades either by the student's name, institutional student identification number, or social security number is a violation of FERPA, whether done via paper source or via electronic means (including the World Wide Web). Instructors and others who post grades should use a system that ensures FERPA requirements are met. This can be done by using code words or randomly assigned numbers that only the instructor and individual students know.

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