Academic Information

Attendance

Students who choose to attend Columbia Basin College also choose to participate actively in the learning process offered by the College. Students are expected to attend all class sessions; a student may be officially withdrawn from a course for excessive absences. Please refer to the course syllabus or addendum for attendance requirements.

Attendance in online distance learning classes is determined by engaging in academic activity required for the course. This may include participating in an online discussion, taking a quiz or viewing a lecture. Solely logging in to Canvas or asking a logistical question of the instructor does not count as attending the online class. If, after 10 days, a student has not engaged in academic activity, the student will be removed from the class upon notification by the instructor to Student Records.

In a hybrid class, attendance can count as either attending the face-to-face class sessions or participating in academic activity in the online portion of the class.

Students should consult individual instructors and course syllabi for specific attendance requirements regarding online portions of courses.

Grading Policy

Grades are available on the CBC website at columbiabasin.edu/mycbc approximately one week after the end of the quarter.

CBC uses a decimal grading system for all lecture and laboratory courses numbered 100 and above, and for MATH 040, 050, 060, 062, 070 and 072.

Numerical grades may be considered equivalent to letter grades as shown below.

Decimal Grades Letter Grade
4.0 - 3.8 A
3.7 - 3.5 A-
3.4 - 3.2 B+
3.1 - 2.9 B
2.8 - 2.6 B-
2.5 - 2.3 C+
2.2 - 2.0 C
1.9 - 1.6 C-
1.5 - 1.3 D+
1.2 - 1.0 D
0.9 - 0.0 F

Note: Each instructor determines individual course grading procedures. Grading information is contained in course syllabi presented at the beginning of each course. Please refer to individual degrees for specific graduation grade requirements.

Letter Grades

Letter grades are awarded in the following categories:

I –– Incomplete - no grade points (see statement on incomplete grade policy)
N –– Audit* - enrollment under non-credit status
P –– Passing** - has no grade point value and is not used in grade calculations
W –– Student-Initiated Withdrawal - not calculated in grade point average
WA –– College-Initiated Withdrawal
Y –– No grade reported by a faculty member
Z –– No credit awarded*

*A student enrolled in a non-credit or audit course does not receive credit for the course and does not receive a grade. Students must pay regular tuition and fees for the non-credit or audit course and may not be required to do the assigned work or take examinations. Students may change from audit to credit on or before the 10th day of instruction. A change, however, from credit to audit requires instructor permission and must be made on or before the 40th day of instruction. Contact the Student Records Office for the proper procedures.

**All buy-time options, cooperative work education programs, supervised employment, practica, workshops, FYI and all courses numbered below 100 will be graded in either the P or Z category, except MATH 040, 050, 060, 062, 070 and 072.

P (Passing) Grades

Columbia Basin College issues a P (passing) grade in certain predesignated courses or experience-related evaluations for college-level credit. A P grade is earned when performance is certified at a 2.0 grade point minimum. A P grade in a course may satisfy a prerequisite requirement if the performance level is certified at the established minimum defined in the course description.

Students receiving a P grade may use a maximum of 10 credits* earned through classroom instruction from an institutionally accredited (see the list of approved accrediting agencies under “Transfer Information”) college. These credits will be applied toward degree requirements as follows:

  • Associate in Arts and Sciences and Associate in Science Transfer Degrees: electives
  • Associate in Applied Science: Major and Major Support (consult with program advisor or completion coach for approval)
  • Experiential learning credit, College Level Examination Program (CLEP) and DANTES Subject Standardized Test (DSST) is limited to use within the restricted electives

*With the exception of College Board Advanced Placement (AP), International Baccalaureate (IB) and Cambridge.

Students who earn credit via Academic Credit for Prior Learning (ACPL) and receive a P grade should refer to the ACPL section of this catalog for more information regarding how credits are applied toward degree requirements.

Students planning to transfer to a four-year institution are advised to consult with their transfer institution regarding how P grades are applied toward requirements.

Incomplete Grades

An incomplete grade (I) indicates work in progress but was not completed before the end of a quarter. Specific arrangements for completing the required work is agreed to by the faculty member and the student. Incomplete grades are subject to instructor’s discretion. An incomplete grade will be changed to a failing grade if the work is not completed within the first 20 calendar days of the succeeding quarter. The exception is when the incomplete is given in the spring quarter. In this case, the succeeding quarter is the following fall quarter, not the summer quarter.

Computation of Grade Point Averages (GPA)

Grade point averages (GPA) are calculated by dividing grade points earned at Columbia Basin College by the credit hours attempted. Classes numbered 100 and above, not graded with an I, N, P, W, WA, Z or Y are included in the GPA. Credits/GPA earned at previous institutions may be factored into the evaluation of graduation requirements.

Grade Appeal Process

Students are responsible for reading and understanding Columbia Basin College’s academic policies and practices as found in the Washington Administrative Code, CBC Catalog, course syllabi and course policies as established by the individual faculty members. Students are also responsible for meeting the standards of academic performance established by each faculty member in course syllabi and addenda. Evaluations will represent the faculty member’s professional judgment of the student’s performance in meeting these standards. At the same time, students are protected from academic evaluations that are arbitrary, prejudiced or capricious.

If a student has documentary evidence that an end-of-course course grade was assigned incorrectly, they may initiate an appeal of that grade. Students should understand, however, that a grade appeal may result in a higher grade, a lower grade or no change to the grade. Students may not use the grade appeal process as a means of voicing non-specific or unsubstantiated complaints about grades, grading policies or grading standards, nor will the College act on such complaints. Students may not appeal a final grade by contesting the grades on individual assignments after the fact or by objecting to the published grading standards after the course has ended. (Questions about grades or grading criteria should be raised as assignments are graded and returned.)

A grade appeal must be initiated within the first 20 calendar days of the academic term succeeding the term in which the grade in question was assigned.

A student who wishes to appeal a grade will take the following steps:

  1. The student will gather all relevant documentation regarding the assigned grade, including copies of the course grading policies and standards, all graded assignments that bear on the appeal (with comments, scores, rubrics or other faculty member feedback) and copies of correspondence with the faculty member relevant to the student’s grade, especially attempts to clarify or correct the grade.
  2. The student will meet with the faculty member to discuss the course grade. If the faculty member is no longer employed by CBC or is otherwise unavailable, the student will meet with the appropriate division dean. Deans will not take action on a grade appeal unless the student has been unable to meet the faculty member and has made a good-faith effort to do so during the specified time period.
  3. The student will explain the specific basis for the grade appeal and provide the supporting documentation.

A faculty member who receives a grade appeal will take the following steps:

  1. If the student has evidence of an error, the faculty member will meet with the student within the first 30 days of the term succeeding the term in which the grade was assigned.
  2. The faculty member will review the evidence and discuss the basis of the student’s appeal; if an error is verified, they will recalculate the student’s grade as appropriate.
  3. If the recalculation results in a different grade, the faculty member will submit a grade change eform to correct the grade.

At his or her discretion, the faculty member may resolve a grade issue informally in discussion with the student.

After this process is followed, students may request a meeting with the dean. The dean will gather and review all relevant information including meeting with the faculty member. The decision made by the dean will be considered final.

Grade appeals may involve final examinations, term papers or other end-of-course assignments that are graded and returned to students in the last week of classes or after the last day of class, for which, as a result of timing, the student does not have time to seek clarification or redress before the term ends.

Grade Forgiveness

Students may petition to have grade records forgiven for courses taken at CBC. This does not remove records from a student’s transcript, rather, a set aside notation is marked on the transcript to identify course(s) that will be disregarded when calculating a new cumulative GPA. Federal Financial Aid regulations do not recognize grade forgiveness. Some transfer institutions may not accept grade forgiveness and may require the original grades be reposted since each institution interprets transcripts according to its own policies.

Grade forgiveness petitions are available in the Counseling/Advising Center. Students must meet with a Counselor or completion coach no later than one quarter before graduation. Students may use this petition provided:

  • They are currently enrolled at CBC
  • The grade records to be forgiven are at least three years old and the student has not attended CBC during that three-year period
  • They have earned a minimum of 30 credits consecutively with at least a 2.5 cumulative GPA at CBC following the three-year period

The set aside notation begins at the last quarter completed prior to the three-year absence and includes all courses prior to the notation. Students may not choose specific courses or quarters to be set aside.

Grade records will:

  • Not be reinstated once grade forgiveness is granted
  • Not have been used toward a previously earned degree or certificate
  • Be forgiven only once toward a degree or certificate

Course Repeat Policy

Courses (except those earning the grade letters P, Z, W, WA, N or Y, which are not used in grade point calculations) at CBC may be repeated to improve the grade earned. A grade identifier of R will be posted next to the lowest graded course on the permanent transcript. Credit will be given only once and the highest grade earned will be used to compute the GPA. Students receiving financial aid or veterans benefits should consult the respective office prior to repeating a course as financial penalties may be imposed. Other colleges and universities may include repeated course grades in their eligibility for admissions and/or graduation.

To request a course repeat, a student must complete the intended course, which must be equivalent in credit and content to the initial course, and then submit the Repeated Course Request form found at columbiabasin.edu/studentforms.

A student who takes a course at CBC and repeats the course at another fully accredited college or university shall be granted a repeat, upon request, with the following conditions:

  • The student must be enrolled at CBC.
  • The course must be evaluated by CBC and verified as substantially equivalent in credit and content via official transcript.
  • All courses and earned grades will remain on the transcript. An R will be posted next to the lowest grade and that grade will be removed for the GPA computation.
  • A notation will be entered on the CBC transcript indicating the course was repeated via transfer.

Contact Student Records for further information.

Quarterly Honors Designations

Students who earn 12 credits in courses within a quarter and achieve a quarterly college-level GPA of 3.50-3.84 will be named to the Deans’ Honor Roll. When a student has reached a total of 12 credits over a number of quarters with a cumulative GPA of 3.5-3.84, they will be named to the Deans' Honor Roll.

Students who earn 12 credits in courses within a quarter and achieve a quarterly college-level GPA of 3.85-4.00 will be named to the President’s Honor Roll. Pass/Fail graded classes are not included in the 12 credit requirement. When a student has reached a total of 12 credits over a number of quarters with a cumulative GPA of 3.85-4.0 , they will be named to the President's Honor Roll.

Graduation Honors Designations

Students who earn a CBC bachelor's degree, an associate degree or a one-year certificate are eligible to receive scholastic honors as established by the College. The cumulative college-level GPA for all credits earned at CBC is used to calculate eligibility for honors. The honors GPA calculation is based on the last quarter in which all degree requirements have been completed. Credits and grades transferred to CBC from other colleges and universities are not included in the calculation for the honors designation.

Students who earn an associate degree or one-year certificate according to the standards above are eligible to receive honors. The honors designation will be noted on the official transcript and on the diploma or certificate.

Honors –– 3.50 – 3.84
High Honors –– 3.85 – 4.00

For purposes of the Commencement program and ceremony regalia, the honors designation will be based not on the final quarter completed for degree or certificate requirements, but on the GPA as established from the winter quarter transcript for the graduating year.

Students who earn a CBC bachelor's degree are eligible to receive scholastic honors as established by the College. The cumulative college-level GPA for all credits earned at CBC is used to calculate eligibility for honors. The honors GPA calculation is based on the last quarter in which all degree requirements have been completed. Credits and grades transferred to CBC from other colleges and universities are not included in the calculation for the honors designation.

Cum Laude (with honors) –– 3.50 – 3.69
Magna Cum Laude (with high honors) –– 3.70 – 3.89
Summa Cum Laude (with highest honors) –– 3.90 – 4.00

Standards of Academic Progress & Performance

A student’s enrollment at Columbia Basin College is a partnership among the student, the College and the state of Washington. CBC has a responsibility to each student, but also to the state, that helps fund each student’s college education, to develop standards of academic progress and performance. The College utilizes various resources and support programs to assist students toward successful academic performance and program completion.

The College provides detailed information about degree and certificate requirements at mandatory advising, registration and orientation programs for new degree- and certificate-seeking students. The College monitors student progress and academic performance throughout enrollment and intervenes when expectations are not being met.

CBC does not intend to discourage or penalize students who are sincerely trying to make good use of the College’s resources. Nevertheless, there may be instances when the College may determine that a student is not benefiting from continued enrollment. In such cases, the College may take steps to do either of the following:

  • Limit or deny future enrollment
  • Allow continued enrollment but limit state funding support

Academic Performance

Columbia Basin College’s Academic Performance Policy includes both grade performance and credit completion components. Students in a degree or certificate program must maintain a minimum cumulative GPA of 2.0. Additionally, excessive withdrawals from classes are problematic as they delay students’ completion and decrease the College’s ability to efficiently manage class enrollment.

Early Warning Signs of Academic Difficulty

Students are strongly encouraged to seek advice from a CBC Counselor or Completion Coach as well as use College resources when they first begin to show signs of academic difficulty. These signs include, but are not limited to:

  • Failing FYI
  • Class instructor concerns about their academic performance
  • Students’ own acknowledgement they are not understanding class material or doing well in their coursework
  • Quarterly GPA below 2.0
Academic Sanctions

Students who have a cumulative GPA below 2.0 will be placed on academic probation that could progress to academic dismissal if subsequent academic performance does not improve. CBC may block students’ ability to register for future classes until they have met specific intervention requirements. When students improve their cumulative GPA to 2.0 or higher, they will be removed from unsatisfactory performance status. However, the College reserves the right to continue to monitor student progress and performance as it deems appropriate.

Probation - This sanction applies to the first quarter a student receives a cumulative GPA below 2.0. A block will be placed on the student’s ability to register until the student has successfully completed the online Distress to Success workshop. For further information, contact the Counseling/Advising Center.

Subject to Suspension - This sanction applies to the second consecutive quarter a student receives a cumulative GPA below 2.0. The student will receive a warning letter that the next academic sanction is academic suspension. The student may be required to meet with a CBC Counselor or Completion Coach so that they can begin to address whatever issues or barriers may be impeding their academic success. The student will remain subject to dismissal status as long as they receive quarterly GPAs of 2.0 or higher and until the cumulative GPA reaches 2.0.

Academic Dismissal - CBC will academically dismiss the student who is subject to dismissal status when their subsequent quarterly GPA is under 2.0 and the cumulative GPA remains below 2.0. During Academic Dismissal, students may not register for any classes and may not participate in any events or activities reserved for students.

Academically dismissed students may re-enroll in one of three ways:

  1. Appeal the academic suspension (see Appeal of Academic Suspension section);
  2. Complete an Academic CPR (HDEV 110) course;
  3. Petition for reinstatement.
  • If the student wishes to return earlier than the two quarter sanction, they may do so by completing CBC’s Academic CPR workshop. Workshops are offered each quarter. After passing the workshop, the student may return to CBC the subsequent quarter. Contact the Counseling/Advising Center to schedule an appointment to meet with a Counselor or Completion Coach.
  • Students also have the option to sit out two quarters and petition for reinstatement. The student will be scheduled to meet with a Reinstatement Committee who will decide if the student will be allowed to be re-admitted to CBC and/or set conditions to be met upon return.
  • Students who have been previously dismissed will not be allowed to repeat Academic CPR. Students have the option to appeal the dismissal or submit a petition for reinstatement.
Conditional Enrollment

Students reinstated after completing the Academic CPR workshop or through the Reinstatement Committee will be placed on conditional enrollment status and must maintain a minimum 2.0 quarterly GPA. Those who do not fulfill the performance standards via Academic CPR or while on conditional enrollment status may be Academically Dismissed and required to sit out for a least four quarters.

Appeal of Academic Dismissal

Students may appeal the academic dismissal based on extraordinary circumstances that affected their performance during the quarter leading to the academic dismissal. Students must submit an Appeal of Academic Dismissal form to the Vice President for Student Services no later than 10 calendar days from the date of the dismissal. Documentation to support a statement of extenuating circumstances is required. The Vice President may request a meeting with the student prior to making a decision.

  • If the appeal is granted, the student will be allowed to register at the start of the next quarter. Students who fail to maintain the academic standards for Subject to Dismissal (above) will be academically dismissed for a period of one year without the right to a second appeal.
  • If the appeal is not granted, the student will not be allowed to re-enroll at CBC until either completing an Academic CPR workshop or sitting out for four consecutive quarters and petitioning for reinstatement (see Academic Dismissal above).

Academic Credit for Prior Learning (ACPL) & Dual Credit

Columbia Basin College acknowledges opportunities for mastering specific skills and competencies that can be gained outside of a formal classroom experience. Prior learning can be achieved through education, work or life experiences. Students may earn credit and/or advanced placement.

Currently enrolled students may earn college credit when they demonstrate course mastery by examination, evaluation of their professional experience, or substantial prior learning meets the specific outcomes of a CBC course. Not all courses at CBC are designated appropriate for credit by examination or evaluation. Each department determines eligible courses and the evaluation method required for students to demonstrate mastery of course content. Academic Credit for Prior Learning can be awarded through one of the following options:

  • Experiential Learning
  • Course Challenge
  • Military Credit and Experience
  • College Level Examination Program (CLEP)
  • DANTES Subject Standardized Test (DSST)

The following restrictions apply to the awarding of Academic Credit for Prior Learning (ACPL):

  • Students must be currently enrolled at CBC and have a CBC academic record before credits will be awarded. Course Challenge and Experiential Learning require 15 or more credits earned at CBC with a 2.0 or better cumulative college-level GPA before credits will be awarded.
  • Credits may be awarded only if the learning experiences fall within the courses CBC offers.
  • No credit will be awarded if the same course is taken at CBC or any other college.
  • No more than one-fourth of the total credits required for a CBC associate degree/certificate or one-fourth of the minimum upper-level course credits required for a CBC bachelor's degree may be earned through the prior learning process.
  • Prior learning credits do not count toward the minimum residency requirement.
  • Credits for prior learning will be recorded with a P grade (with the exception of course challenge, for which a decimal grade is awarded).
  • Credits for prior learning recorded as P graded courses are limited to use within the restricted electives of the Associate in Arts and Sciences degree.
  • A non-refundable fee per credit must be paid for Experiential Learning and Course Challenge assessments.
  • For Military Credit and Experience only, a maximum of three Physical Education credits will be awarded for physical conditioning. All other military credit is limited to the 15-credit maximum restricted electives for the Associate in Arts and Sciences degree.

Dual credit can be awarded through one of the following options:

  • College Board Advanced Placement (AP)
  • International Baccalaureate (IB)
  • Cambridge International (CI)

The following restrictions apply to the awarding of dual credit:

  • Students must be currently enrolled at CBC and have a CBC academic record before credits will be awarded.
  • Credit will be awarded on the basis of official (AP,IB, CI) results, not transcript notation.
  • No credit will be awarded if the same course is taken at CBC or any other college.
  • No more than one-fourth of the total credits required for a CBC associate degree/certificate or one-fourth of the minimum upper-level course credits required for a CBC bachelor's degree may be earned through the dual credit process.
  • Dual credit does not count toward the minimum residency requirement.
  • Credits for dual credit will be recorded with a P grade and may be used within any discipline, as they’re not restricted.

For further information about prior learning or dual credit, visit columbiabasin.edu/ACPL.

Experiential Learning

Columbia Basin College grants credit for learning that ties prior experiences to the theories, data and skills in the discipline for which the student is seeking credit. Assessment of experiential learning for credit is the responsibility of faculty who are content specialists. Each department that offers credit for experiential learning establishes specific evaluation methods.

Experiential learning credit is granted only for classes that are designated as experiential learning eligible courses by each department and fall within the regular curriculum of the College. No credit will be awarded if the student has earned credit in a similar course. The application and procedure for Experiential Learning credits is available at columbiabasin.edu/ACPL.

Course Challenge

If a student has established a transcript record at CBC and believes their previous experience has provided the student with competencies essential for passing a course, the student may request a course challenge. The course challenge may only be completed during the term in which the course is being offered. If the student is enrolled in a course for which they wish to challenge, the course challenge process must be completed within the first week of the course. Individual departments determine which, if any, of the courses offered may be challenged. Course challenge is granted only for classes that are designated as course challenge eligible courses by each department. The application and procedure for a course challenge is available at columbiabasin.edu/ACPL.

Military Credit & Experience

Columbia Basin College recognizes learning acquired in the military by accepting the credit recommendations of the Guide to the Evaluation of Educational Experiences in the Armed Services. In addition, a student may earn credits awarded by institutions listed in the ACE National Guide to Educational Credit for Training Program and the Directory of the National Program on Non-collegiate Sponsored Instruction, provided that the courses are at the college level.

Credits will be evaluated only from official military documents requested by the student and based on the American Council on Education’s Registry of Credit Recommendations. Official military transcripts must be received by the end of the student’s second quarter at CBC.

College Level Examination Program (CLEP)

A score of 50 in the specific examination will grant credit in selected subjects. Students must submit their score reports to the Student Records Office for evaluation. For further information about CLEP credits, visit columbiabasin.edu/ACPL.

DANTES Subject Standardized Test

A score of 500 may grant credit in selected subjects. Students must submit their score reports to the Student Records Office for evaluation. For further information about DANTES Subject Standardized Test credits, visit columbiabasin.edu/ACPL.

College Board Advanced Placement (AP)

Washington State community and technical colleges will award unrestricted elective credit for an Advanced Placement (AP) score of four or higher. Credit will be awarded on the basis of official AP results, not transcript notation. Credits granted for general education or major requirements will be specified by the receiving institution’s AP credit policies; otherwise, elective credit will be granted. No credit will be awarded if the same course is taken at CBC or any other college.

CBC may award college credit when a student completes the College Board’s Advanced Placement examinations with a score of three or higher. AP courses are developed by the College Board and taught by high school teachers. AP exams and their equivalencies at CBC can be found on our website at columbiabasin.edu/ACPL.

AP scores, even once added to the transcript, are subject to re-evaluation at institutions outside the Community and Technical College system, including baccalaureate institutions inside and outside of Washington State. If a student plans to transfer to one of these schools, we encourage them to explore how AP credits may be applied at that institution.

Students must order their score reports from College Board to be sent to the CBC Student Records Office for evaluation. For more information, please visit columbiabasin.edu/ACPL.

International Baccalaureate/Cambridge

International Baccalaureate (IB)

Washington State community and technical colleges will award unrestricted elective credit for an International Baccalaureate (IB) score of four or higher on standard-level or higher-level IB exams. Credit will be awarded on the basis of official IB results, not transcript notation. Credits granted for general education or major requirements will be specified by the receiving institution’s IB credit policies; otherwise, elective credit will be granted. No credit will be awarded if the same course is taken at CBC or any other college.

CBC may award college credit when a student completes International Baccalaureate examinations with a score of four or higher. The IB program, available in several countries, rigorously prepares students for a college-level liberal arts education while they are still in high school. IB exams and their equivalencies at CBC can be found on our website at columbiabasin.edu/ACPL.

IB scores, even once added to the transcript, are subject to re-evaluation at institutions outside the Community and Technical College system, including baccalaureate institutions inside and outside of Washington State. If a student plans to transfer to one of these schools, we encourage them to explore how IB credits may be applied at that institution.

Students must order their score reports from College Board to be sent to the CBC Student Records Office for evaluation. For more information, please visit columbiabasin.edu/ACPL.

Cambridge International (CI)

Washington State community and technical colleges will award unrestricted elective credit for a Cambridge International (CI) score of E or higher on A and AS level exams. Credit will be awarded on the basis of official CI results, not transcript notation. Credits granted for general education or major requirements will be specified by the receiving institution’s CI credit policies; otherwise, elective credit will be granted. No credit will be awarded if the same course is taken at CBC or any other college. CI exams and their equivalencies at CBC can be found on our website at columbiabasin.edu/ACPL.

CI scores, even once added to the transcript, are subject to re-evaluation at institutions outside the Community and Technical College system, including baccalaureate institutions both inside and outside of Washington State. If a student plans to transfer to one of these schools, we encourage them to explore how CI credits may be applied at that institution.

Students must order their score reports from Cambridge International to be sent to the CBC Student Records Office for evaluation. For more information, please visit columbiabasin.edu/ACPL.

Education Records

Confidentiality of Student Records

The Family Educational Rights and Privacy Act (FERPA) affords students and the College certain rights with respect to education records. They are:

1. The right of the student to inspect and review their education records within 30 business days of the day Columbia Basin College receives a request for access.

Requests to review your records must be made in writing to the Registrar. The Registrar has up to 30 business days to schedule a time for you to visit Student Records to review your records on campus. Copies* may be provided to you only, and a fee may be assessed at an amount not to exceed the actual cost to the College.
 
*Copies of official transcripts from other educational institutions are prohibited. Please contact the institutions from which the transcripts originated to obtain official transcripts.

Student records will be maintained according to the retention policy set out by the State Board for Community and Technical Colleges.

The College reserves the right to refuse to permit the inspection and review of:

  • Financial statements of the student’s parents
  • Confidential letters and confidential statements of recommendation placed in the education record if the student has waived his or her right to inspect and review those letters and statements and the letters and statements related to the student’s admission to a program, an application for employment or receipt of an honor or honorary recognition
  • Confidential letters and statements placed in the education record except when these documents have been used for any purpose other than that for which they were originally intended
  • Records that contain information about other students
  • Documents excluded from the FERPA definition of education records

2. The right of the student to request the amendment of their education records that the student believes is inaccurate, misleading or otherwise in violation of the student’s privacy or other rights.

Students may request that the College amend a record that they believe is inaccurate, misleading or otherwise inappropriate. They should submit their request in writing to the appropriate College official responsible for the record, clearly identifying the part of the record they want changed and specifying why the record is inaccurate, misleading or otherwise inappropriate.

The College will provide a written response to student requests, either demonstrating the change in the record that has been made or the decision not to amend the record as requested. In the latter case, the College will notify the student of their right to a hearing regarding the request for the amendment as well as provide additional information regarding the hearing procedures.

3. The right of the College to release personally identifiable information contained in a student’s education records, except to the extent that FERPA authorizes disclosure without consent (section 4).

One exception, which permits disclosure without consent, is disclosure to College officials with legitimate educational interests. College officials include parties who contract with the College or are required by law to provide services to the College and have a legitimate educational interest in a student’s education records.

A College official has a legitimate educational interest if the official is:

  • Performing a task or service specified in the official’s position description or contract
  • Performing an instructional task directly related to the student’s education
  • Performing a task related to the discipline of a student
  • Providing a service or benefit related to the student or student’s family, such as healthcare, counseling, job placement, financial aid or health and safety emergency
  • Providing legal services to the College

4. The right of the College to release directory information without student consent.

Directory information may be disclosed without consent if it is determined the party requesting the information has a legitimate need for the information. A list of current directory information is available at columbiabasin.edu/FERPA. Additionally, per the Solomon Act, the College is required to provide military recruiters with name, address, phone number, age and degree program for enrolled students over age 17.

Columbia Basin College may disclose personally identifiable information designated as directory information from a student’s education records without prior consent. Students who do not wish to have any or all of such directory information published without their prior consent must submit a Disclosure of Directory Information form to the Registrar within 15 calendar days after the beginning of the quarter. If a student places this hold on their account, it will remain in effect until otherwise notified. This request will prevent any release of information to a third party without a signed release from the student. In addition, the electronic record will be annotated preventing the electronic release of information, with the words privacy block in the student records. This certification does not preclude the verification of degrees awarded for graduation purposes.

5. The right of the College to release educational records without student consent.

Institutions may disclose to parents or legal guardians the educational records or components thereof without written consent by the student if it is determined that the student violated any federal, state or local law or any institutional policy or rule governing the use of alcohol or controlled substances (refer to Article V of the CBC Code of Conduct) and the student is under the age of 21 at the time of the disclosure to the parent. FERPA allows higher educational institutions to share information as necessary in a crisis or in situations where students are a potential harm to themselves or others.

6. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Columbia Basin College to comply with the requirements of FERPA.

The name and address of the office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue SW
Washington, DC 20202-4605

Records Retention

Columbia Basin College academic records will be maintained according to the state retention guidelines. For further information, contact the Registrar at records@columbiabasin.edu.