Requesting CDS Records

On this Page

Your Educational Records

Everett Community College keeps records of students in various offices, depending on the nature of the record. All records in all offices are handled in accordance with the Family Educational Rights and Privacy Act of 1974. This federal law ensures that student records are kept confidential and also ensures that students are able to inspect and review their educational records.

Student records are stored in different departments depending on what information the records contain. The following links provide information on how to obtain your record and how to file a release if you would like to allow others to have access to your records (Records Release / Confidentiality Release).

To receive your educational records, you should contact departments directly. Students who wish to view their entire educational record (probably held in several offices) must make a formal request in writing to Enrollment Services. You can read more about the campus policies on FERPA and requesting educational records by visiting Enrollment Services’ page Confidentiality/FERPA.

If you would like to allow others to have access to your records (such as your parents or spouse), you must fill out a “Release of Information” for each office that houses records.

Student Records in the CDS Office

The CDS Office holds student records that may contain:

  • Student information such as intake dates and program eligibility status
  • Student disability documentation including medical, psychiatric, cognitive and past educational records such as 504 plans and IEPs.
  • Accommodation Eligibility & Faculty Notification Letters
  • Signed Agreements for accommodations and release of information forms
  • Accommodation Request History
  • Accommodation Provision History
  • Student Self-Reports
  • Starfish Early Alert Reports

Student records are digitally archived after one year of the student’s last attended quarter.

Providing Access to Others

During your intake appointment, you were informed about the confidentiality provided to you by FERPA (Family Educational Rights and Privacy Act).  If you would like to review that information or make changes to individuals that you have allowed access to information, you can download the Confidentiality form pdf file icon and send it to our office at cds@everettcc.edu.

You may wish to include parents, a spouse or partner, the Division of Vocational Rehabilitation or Department of Services for the Blind counselors, diagnosticians, physicians or therapists. CDS does not contact these individuals; this permission permits us to respond to them if they call CDS.  You may add or remove names on your contact list at any time.

Requesting your Records & Transferring to a New School

If you need copies of documents that you've submitted or records of your accommodation requests while you were attending Everett Community College, you must fill out our Records Release Request. You are required to upload a photo of identification, such as a driver’s license. If you are unable to provide this, please contact us for an alternative.

Once we receive this form, we email you and/or the school or organization that you have provided.

Which Records Do I Request?

On the Records Release Request, you have the option of requesting different types of records.  If you are transferring to another school, they usually only want the first two types of records.

Student File for Transferring

  • An outline of the accommodations you were found eligible for at Everett Community College
  • Eligibility History
  • Your faculty notification letter template (The letter sent out to your instructors every quarter)
  • Medical or Psychological Documentation

Documentation Provided by the Student

This is the documentation that you provided us when you initially registered with our office.  This may include things like:

  • Medical tests and diagnosis
  • Psychiatric tests and diagnosis
  • Your Provider’s Letter
  • Cognitive or Learning Assessments
  • Past educational records such as 504 plans and IEPs

Accommodation Eligibility & Faculty Notification Letter

  • An outline of the accommodations you were found eligible for at Everett Community College
  • Your faculty notification letter template (The letter sent out to your instructors every quarter)

Entire Academic Record in CDS

This is an uncommon request and takes longer to process. This request honors FERPA guidelines that students have the right to inspect and review their educational records. This request is only for records that are stored within the CDS Office. These records may include things like:

  • Accommodation Request History
  • Accommodation Provision History
  • Early Alert Reports
  • Signed Agreements
  • Profile and Personal Data

How Long Does This Take?

We will usually email within 5 business days for accommodation eligibility and student-provided documentation and we will email within the 45-day limit for a full release, per FERPA regulation (FERPA Policy Item 1). If you have been a recent student, your information is securely stored on our servers. These students can expect to receive any of their records quickly.  If it has been more than 3 years since you have been a student, we may have to access our state archives to retrieve your full record which can take considerably longer.

Back to Current Students