Telephone

Be careful when speaking to anyone on the telephone since you cannot guarantee the identity of the caller.  Never discuss non-directory information via the telephone even if the caller identifies himself/herself as the student. Instead, transfer the caller to the Registrar’s Office.  Directory information may be disclosed to a third party via the telephone provided that the student has not placed a privacy block on his or her education records.  Remember that directory information includes the student's name, address, telephone number, e-mail address, enrollment status (part- or full-time), major, degrees and/or awards received, and participation in campus clubs and organizations.

E-mail

CCC e-mail has been designated as the official mode of communication.  However, there is no guarantee of confidentiality on the Internet even via the CCC e-mail account.  Therefore, use discretion if e-mailing non-directory information.  In some instances, a face-to-face meeting with the student may be more appropriate depending on the sensitive nature of the information.

Fax Machine

Use caution when faxing documents containing non-directory information.  Only the individual with a legitimate educational need-to-know should have access to the fax machine receiving the documents.