Privacy Rights of Students in Education Records
The federal Family Educational Rights and Privacy Act of 1974 (20 U.S.C. 1232g) and
regulations adopted thereunder (34 C.F.R. 99) set out requirements designed to protect
students' privacy in their records maintained by the campus. The statute and regulations
govern access to certain student records maintained by the campus and the release
of such records. The law provides that the campus must give students access to records
directly related to the student, and must also provide opportunity for a hearing to
challenge the records if the student claims they are inaccurate, misleading, or otherwise
inappropriate. The right to a hearing under this law does not include any right to
challenge the appropriateness of a grade determined by the instructor. The law generally
requires the institution to receive a student's written consent before releasing personally
identifiable data about the student. The institution has adopted a set of policies
and procedures governing implementation of the statute and the regulations. Copies
of these policies and procedures may be obtained from Enrollment Services. Among the
types of information included in the campus statement of policies and procedures are:
(1) the types of student records maintained and the information they contain; (2)
the official responsible for maintaining each type of record; (3) the location of
access lists indicating persons requesting or receiving information from the record;
(4) policies for reviewing and expunging records; (5) student access rights to their
records; (6) the procedures for challenging the content of student records; (7) the
cost to be charged for reproducing copies of records; and (8) the right of the student
to file a complaint with the Department of Education. The Department of Education
has established an office and review board to investigate complaints and adjudicate
violations. The designated office is: Family Policy Compliance Office, U.S. Department
of Education, Washington, D.C. 20202-4605.
The campus is authorized under the Act to release “directory information” concerning
students. “Directory information” may include the student's name, address, telephone
listing, electronic mail address, photograph, date and place of birth, major field
of study, participation in officially recognized activities and sports, weight and
height of members of athletic teams, dates of attendance, grade level, enrollment
status, degrees, honors, and awards received, and the most recent previous educational
agency or institution attended by the student. The above-designated information is
subject to release by the campus at any time unless the campus has received prior
written objection from the student specifying what information the student requests
not be released. Written objections should be sent to the Vice President for Student
Affairs.
The campus is authorized to provide access to student records to campus officials
and employees who have legitimate educational interests in such access. These persons
have responsibilities in the campus's academic, administrative or service functions
and have reason for accessing student records associated with their campus or other
related academic responsibilities. Student records may also be disclosed to other
persons or organizations under certain conditions (e.g., as part of the accreditation
or program evaluation; in response to a court order or subpoena; in connection with
financial aid; or to other institutions to which the student is transferring).