Student Responsibilities

Students must provide their current home address to the Admissions Office. Students who change their name, address, or social security number must submit appropriate documentation to the college.

Address Changes

To change your address log into your Eagle Self-Service student account. Go to the far left menu and scroll down the icons until you find User Options (image is a person). Click “User Profile” and submit a new address. If you wish to email your address change, all requests must be submitted using your CTC Eaglemail student account.

Name and Social Security Number Changes

All change requests require a copy of the student’s current government issued photo ID and social security card showing the requested name/social security number (SSN) change. For a name or SSN change, the name and SSN on the student’s social security card must match the name and SSN on the student’s CTC student record. If student submits a name change request and has not updated the social security card, the name change will not be processed. Conversely, if student submits a social security card correction, the name on the new social security card must match the name on the student’s valid Government-issued photo ID. Documents required follow.

Name Changes*

• Completed “Student Name or SSN Change” Affidavit available through Etrieve or form on the Student Forms webpage and
• Copy of Social Security Card and
• One of the following - copy of valid Driver’s license or state ID, valid U.S. Government-issued ID card or valid passport and
• One of the following - Certificate of Naturalization, Divorce Decree (restoring surname if applicable), marriage certificate or court documentation of legal name change.

Social Security Number Changes*

• Completed “Student Name or SSN Change” Affidavit available through Etrieve or form on the Student Forms webpage and
• Copy of Social Security Card and
• One of the following - copy of valid Driver’s license or state ID, valid U.S. Government-issued ID card or valid passport.

* For a name change correction, SSN correction, or SSN was not provided at the time of admission, the applicable Substitute Form W-9S Etrieve eform can be used in place of the Name or SSN Change Affidavit with the appropriate documents listed above attached to the form.

Other forms of documentation may be considered on a case-by-case basis.

Social Security Number

A student’s Social Security number is required to receive federal financial aid disbursements and an end-of-year 1098-T tax form for reporting tuition payments. If CTC does not receive or cannot confirm a student’s Social Security number, CTC will be unable to provide these services to a student. Although providing a Social Security number is not required for admission to the college, it is important for purposes of matching the identity of a student’s application, transcripts, and other related enrollment information; and CTC will not be able to verify enrollment for loans or employment purposes.

CTC Correspondence and Email

All correspondence from CTC to the student will be mailed or sent electronically to the student. For correspondence that is mailed, the last known address on the student’s official CTC record will be used. All correspondence sent electronically will be sent to the student’s email address on the CTC Admission Application until such time the CTC student email address “CTC EagleMail” is generated. Once the CTC EagleMail is created, all CTC correspondence sent electronically will be sent to the student’s CTC EagleMail account. All students are expected to check their CTC EagleMail frequently and should use this email for official correspondence with CTC. The method of communication will depend on the nature of the message. CTC will exercise the right to send email communications to all students. Undeliverable messages returned because of either a full in-box or use of a spam filter will be considered delivered without further action required of CTC.

Classroom Visitors

Children of students are not allowed in class. Parents must make arrangements for the care of their children during class meetings. Individuals who wish to attend a class for professional or self-development but do not want to earn credit should consider auditing a class. For more information refer to “Auditing a Class” located in the Admissions and Registration section of this catalog.

FERPA

FERPA, the Family Educational Rights and Privacy Act as amended, is a federal law that pertains to the release of and access to student educational records. In compliance with FERPA, Central Texas College does not disclose personally identifiable information contained in student education records, except as authorized by law. One of the primary exceptions is that an institution may release personally identifiable information (PII), without the student’s consent, to school officials whom the institution has determined have a legitimate educational interest.  FERPA rights apply to any student regardless of age.

Educational records are all records that contain information directly related to a student and are maintained by an educational agency or institution, or by a party acting on its behalf. A record means any information recorded in any way, including handwriting, print, tape, film, microfilm, microfiche, and digital images. The Associate Dean, Admissions, Registration and Records is the custodian of all student educational records except those specifically related to financial aid, veterans educational benefits, and student disability support services.
 
Under FERPA, a student has a right to

• inspect and review his or her educational records;
• request to amend his or her educational records;
• have some control over the disclosure of information from his or her educational records.

Directory Information

The release of information to the public without the consent of the student will be limited to that designated as directory information. Central Texas College has designated the following information as directory information:

• Student’s name, addresses, and phone numbers
• Electronic mail addresses
• Date and place of birth
• Major field of study
• Participation in officially recognized activities and sports
• Photographs
• Dates of attendance
• Degrees, certificates, and awards
• Name of most recent previous institution attended
• Student classification (freshman, sophomore, unclassified)
• Dates of graduation

A student may request that directory information be withheld by providing written notification to the Records Office in Killeen, Texas, by the 4th class day of a summer term, the 6th class day of an 8-week term, and by the 12th class day of a fall or spring semester. The restriction will remain in effect until revoked by student.