Student Records

Student Identification Numbers

Prior to November 2021, EvCC assigned a nine-digit number as the primary student identification number that was unique to EvCC. In 2022, all 34 community and technical colleges in Washington transitioned to a new student management system called ctcLink. In the new system, a student is assigned a ctcLink number at the point of admission that is utilized by all ctcLink schools. Students will need to follow each school’s admission process to register for classes.

To comply with the Taxpayer Relief Act of 1997, EvCC must also obtain your correct social security number (SSN) to file returns with the Internal Revenue Service (IRS) and to furnish an annual statement to you that contains information about tuition and fees that may qualify for the Hope Scholarship or Lifetime Learning tax credit. 

The Privacy Act of 1974, section 6109 of the Internal Revenue Code, requires that you give your correct SSN to agencies that must file information returns to the IRS. For more information, please refer to Internal Revenue Code Section 6050S. EvCC also uses your SSN to support verification of your enrollment, degree(s) and transcripts, administer financial aid, collect student debt, and conduct research. 

When conducting studies or using agencies to support records transactions, EvCC will only use your SSN in a manner that does not permit personal identification of you by anyone other than authorized representatives. 

By providing your SSN, you are consenting to the uses described above. However, you are not required to consent to the use of your SSN for research; if you choose not to do so you will not be denied access to EvCC. You may revoke your consent at any time by writing to the Enrollment Services office.

Transcripts

An official transcript is a copy of the student’s academic record bearing the college seal and the signature of the registrar from Everett Community College. Upon request, a sealed copy of an official transcript may be given to the student or delivered directly to the receiving party via Parchment. 

An unofficial transcript is an unsigned and unsealed copy of the student’s record and is used primarily for advising purposes. 

Pursuant to the Revised Code of Washington 9A.60.070, in the State of Washington, it is a felony to issue a false academic credential and a gross misdemeanor to knowingly use a false academic credential. Students that alter official transcripts may be subject to disciplinary action as directed by EvCC’s student conduct code.

For information on how to purchase an official transcript or access an unofficial transcript, please visit EverettCC.edu/Transcripts. EvCC will not accept transcript requests by fax, email, or telephone. 

Confidentiality of Student Records

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:

1. The right to inspect and review the student’s education records within 45 days of the day the college receives a request for access. 

Students should submit to the Enrollment Services office written requests that identify the record(s) they wish to inspect. The college official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the college official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

2. The right to request the amendment of the student’s text-based education records that the student believes to be inaccurate or misleading. 

Students may ask the college to amend a record that they believe is inaccurate or misleading or otherwise in violation of the student’s privacy rights under FERPA. Students should write to the college official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. 

If the college decides not to amend the record as requested by the student, the college will notify the student of the decision and advise the student of their right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing. Please note: Separate policies apply for requests for a grade change.

3. The right to provide written consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. 

One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests.

A school official is a person employed by the college in an administrative, supervisory, academic or research, or support staff position (including law enforcement and health staff); a person or company with whom the college has contracted (such as an attorney, auditor, collection agent, verification agency, web portal company, etc.); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing their tasks. 

A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

Upon request, the college may disclose education records without consent to officials of another school in which a student seeks or intends to enroll, and to military recruitment services pursuant to the Solomon Amendment. 

The college is also required to provide information to the federal government regarding students who may be eligible for the Hope Scholarship and Lifetime Learning tax credit programs. The college does not disclose education records to family members without student written consent.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures of this college to comply with the requirements of FERPA. Everett Community College is authorized under FERPA to release only directory information, which includes a student’s:  

• name,
•  major field of study,
• quarters of attendance (not specific days),
• degrees and certificates earned,
• term,
• honors status, enrollment status (full time or part time), and
• participation in officially recognized sports.

This information may be released by the college at any time unless the college has received prior written notice from the student, filed in the Enrollment Services office, requesting non-release of information. All other information may be released only upon the written consent of the student unless described in section (3) above.

Emergency Messages

The college will attempt to deliver a message to a student during a class in case of a medical emergency. Given the size of the college, limited staff, and the nature of student schedules, requests for the college to deliver other messages to students cannot be accommodated. 

Requests to deliver an emergency message to a student should be made to the Security Office, 425-388-9998.