Privacy of Student Records: Institutional

The Family Educational Rights and Privacy Act of 1974 is a Federal Law states (a) that a written institutional policy must be established and (b) that a statement of adopted procedures covering the privacy rights of students be made available. The law provides that the institution will maintain the confidentiality of student education records.

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:

1. The right to inspect and review the student's education records within 45 days of the day the University receives a request for access.
Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the records(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

2. The right to request the amendment of the student's education records that the student believes is inaccurate.
Students may ask the University to amend a record that they believe is inaccurate. They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate.
If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his/her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

3. The right to consent to disclosure of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.
One exception, which permits disclosure without consent, is 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 (such as an attorney, auditor, or collection agent); 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 her/his professional responsibility.
[Optional] Upon request, the University discloses education records without consent to officials of another school in which a student seeks or intends to enroll. [NOTE: FERPA requires an institution to make a reasonable attempt to notify the student of the records request unless the institution states in its annual notification that it intends to forward records on request.]

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by State University to comply with the requirements of FERPA. The name and address of the Office that administers FERPA are:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605

I Areas in Which Student Records are Maintained

A. Academic Records

1. Registrar's Office
2. Admissions Office
3. Colleges, Departments, and Faculty Offices
4. International Student Advisor's Office
5. Computing & Information Services

B. Student Affairs/nonacademic Records

1. Student Services
2. Student Activities
3. Campus Housing
4. Center for Life Services and Wellness
5. Career Services
6. Student Health Center
7. Student Government Association
8. Alumni Association
9. University Police Department
10. Continuing Education Office

C. Financial Records

1. Business Office
2. Financial Aid Office

II. Directory Information

This is information which may be released to the general public without the written consent of the student. A student may request that all or any part of the directory information be withheld from the public by making a written request to the Registrar's Office. The following is to be included as directory information:

1. Name
2. Current and permanent address
3. Telephone number
4. Major(s) or minor(s)
5. Current class schedule
6. Status (full or part-time registration)
7. Classification
8. Participation in officially recognized activities and sports
9. Weight and height of members of athletic teams
10. Dates of attendance
11. Degrees and awards received
12. All previous educational agencies or institutions attended

III. Review of Record

Any student who desires to review her/his record may do so upon request to the appropriate office immediately responsible for the record, and completion of the "Review Request" form.

IV. Challenge to Accuracy of Record-keeping

Any student who desires to challenge the accuracy of his or her record should follow the procedure outlined below:

A. Informal Review - Follow the procedure as outlined for "Review of Record." Official will summarize action taken on "Review Request" form. This should be signed and dated by the review official and maintained with the student's records.

B. Formal Review - If the informal review does not clarify the question of accuracy of record-keeping, the student may request a formal review. The Associate Vice President for Academic Affairs will chair and appoint a committee to hear challenges concerning academic records. The Associate Vice President for Student Affairs will chair and appoint a committee to hear challenges concerning nonacademic records.