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PRIVACY
OF STUDENT RECORDS: INSTITUTIONAL POLICY http://osa.tamuk.edu/studenthandbook/Institutionalpolicy.html
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.
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 Family
Policy Compliance Office 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.
Dean of Students/Student Activities/ID Center 3.
Residence Life Office 4.
Center for Life Services and Wellness 5.
Career Services 6.
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 Vice President for
Student Affairs will chair and appoint a committee to hear challenges
concerning nonacademic records.
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