Student Record Privacy

  • Disclosure of Student Academic Records

    In accordance with the Family Educational Rights and Privacy Act and the regulations promulgated thereunder (34 C.F.R. Part 99, Regulations), the University will permit inspection and review of education records of students upon the following conditions:

    1. The University will notify students of their rights to review records by referring to this policy;
       
    2. An eligible student will be allowed to inspect and review his/her education records. Requests for copies of the records should be made in the office of the Registrar, in writing, on the forms provided, and signed by the student. Records will be released in a reasonable time, and, in any event, no more than 45 days from the date of the request;
    • Education records include all transcripts, confidential letters and confidential statements of recommendation, receipt of an honor or honorary recognition, letters of reprimand and all letters from the Promotion and Graduation Committee to the student;
    • The University will not permit a student to inspect and review education records that are financial records, including any information those records contain, of his or her parents, or any confidential letters or statements that the student has waived his/her right to inspect and review. This provision includes confidential admission information;
    • There will be a fee of $10 per request for copies of education records requested;
    1. Personally identifiable information will not be released from an education record without the prior written consent of the student personally identified unless:
    • The disclosure is to other school officials, including teachers, within the University whom the University has determined to have legitimate educational interests;
    • The disclosure is, subject to the requirements of §99.35 of the Regulations, to authorized representatives of:
       
      • The Comptroller General of the United States;
      • The Secretary of Education; or
      • State and local educational authorities.
       
    • The disclosure is in connection with financial aid for which the student has applied or which the student has received, if the information is necessary for such purposes as to:
       
      • Determine eligibility for the aid;
      • Determine the amount of the aid;
      • Determine the conditions for the aid; or
      • Enforce the terms and conditions of the aid.
       
    • The disclosure is to an accrediting organization to carry out its accrediting functions;
    • The disclosure is to comply with a judicial order or lawfully issued subpoena. The University will disclose information under this paragraph only after making a reasonable effort to notify the parent, or eligible student of the order or subpoena in advance of compliance. In addition, the University will attempt to obtain the student’s written consent to the release of education records prior to compliance with the judicial order or subpoena. If the University is unable to obtain the student’s written consent, the University will notify the requesting party of its requirements under §99.33 of the Regulations concerning re-disclosure of the information;
    • The disclosure is in connection with a health or safety emergency, under the conditions described in §99.37 of the regulations;
    • The disclosure is directory information. The University has designated the following types of personally identifiable information as directory information: Student’s name, address, telephone listing, e-mail address, date and place of birth, major field of study, participation in officially recognized activities, dates of attendance, degrees and awards received, and the most recent previous education agency or institution attended;
    1. A legitimate educational interest by school officials, including teachers, includes requests for advisory purposes, information needed for writing letters of recommendation or commendation, or information needed to determine the academic status of a student for disciplinary measures;
        
    2. The University will maintain a record of all disclosures made pursuant to this policy for the length of time it maintains the education records of the student. The record of disclosures will be available for inspection by the student;
        
    3. If an eligible student believes the education records relating to the student contain information that is inaccurate, misleading or in violation of the student’s rights of privacy, he or she may ask the University to amend the record. The University reserves the right to decide whether to amend the record as requested. If the University decides not to amend the records, the student will be informed of his/her right to a hearing.

    For a detailed review of FERPA legislation, please refer to the U.S. Dept of Education website.