The College’s policy follows the spirit and letter of all federal and state laws concerning access to student records. Within certain statutory limitations, students, upon reasonable notice, may review their “education records” containing information directly related to themselves. Students will be afforded an opportunity to challenge the accuracy of factual information in their records.
In the event a student challenges a record, the student will be offered a hearing by a College official who has no personal involvement in the matter challenged and shall receive a decision in writing within a reasonable time (not more than 45 days) after the conclusion of the hearing. Should the student fail to appear at the hearing or request an adjourned hearing date prior to the date set for the hearing, a decision shall be issued on the facts available. Students wishing to inspect their records shall direct their requests to the office concerned with those records.
Student information, other than directory information, will not be released to a third party without the notarized consent of the student to the office housing the requested records, with the following exceptions:
- The College will cooperate with all legal authorities in every way appropriate, in accordance with all federal and state laws. The office receiving a request for such cooperation shall immediately seek approval for the release of the requested information from the Records Access Officer.
- The University discloses education records without a student's prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted as its agent to provide a service instead of using University employees or officials; a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the University.
Although the following are part of the educational record, students do not have access to:
- Letters or statements of recommendation submitted in confidence for school records prior to January 1, 1975, provided these records are not used by the school for other than the original intended purpose.
- Financial records of the parents of the students or any information directly related to the parents’ financial status.
Problems or issues concerning access to students’ records, should be directed to the Registrar, Campus Center, Room I-102.
The Family Educational Rights and Privacy Act is available for review on the WEB at http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html.
NOTE: “Directory information” includes information relating to a student’s name, address, e-mail address, date and place of birth, major field of study, dates of attendance, honors designation and earned degrees. The parent of a dependent student or an eligible student who wishes to restrict access to “directory information” with respect to that student must inform the Office of the Registrar in writing, within 15 days after the start of each semester.