Ä¢¹½ÊÓƵ

Answers to your questions about FERPA

Are my educational records private?

The University respects students’ interest in their educational records. Therefore, the University limits access to those records except where access is authorized by law or by the student. Examples of such instances include the disclosure of directory information, disclosure at a student’s request, to a University official with a legitimate educational interest or in other limited circumstances. For more information about the situations in which the University is authorized to release student records, please continue reading.

How may I obtain permission to inspect or review my education records?

To inspect and review educational records, students should first submit a written request to the FERPA coordinator listed below. The request should identify, as accurately as possible, the types of records the student wishes to inspect and review in a manner that will make it possible for the FERPA coordinator to locate the records and make them available. The FERPA coordinator will make arrangements with the student for the inspection, which will occur as soon as possible, but in no case later than forty-five calendar days from receipt of the student’s request. The University may refuse to allow the student to inspect the student’s parent’s financial statements, statements and records of recommendation prepared by university officials or submitted with the student’s application for admission which were placed in the student’s records before January 1, 1975 or to which the student has waived his or her right of access in writing, and records that are excluded from the definition of educational records in the University’s Policies and procedure for student records. Where the University provides a student with a copy of all or part of his or her educational records, the University will charge four cents per page for duplication and a mailing charge, if applicable.

How may I request an amendment to my education records?

Students should first attempt to resolve the issue by discussing it informally with the records custodian. If the records custodian cannot change the record to the requestor’s satisfaction of or if the record is not obviously incorrect, the records custodian will provide a free copy of the record to the requesting student and ask that the student file a written request to challenge the record. The student’s request for a change should be in a writing that identifies the record the student believes to be incorrect and indicate if it is inaccurate, misleading or violates the student’s privacy rights and if so, why. Before forwarding the written request to the FERPA coordinator, the records custodian will add material to support the refusal to change the record.

The FERPA coordinator will then review the request, discuss it with appropriate University officials, summarize his or her findings, make a recommendation, and forward all the related materials to the University’s president or designee. The President will advise the FERPA coordinator whether or not to make the change. If the President agrees to the change, the FERPA coordinator will instruct the appropriate individuals to make the change. If the President does not agree to the change, the FERPA coordinator will notify the student in writing of the decision and the reason for it, as well as the student’s right to request a hearing or to include an explanatory statement in the record detailing why the student believes the record is incorrect.

What if my request to amend my education records is denied by the President?

If the President does not agree to the change, the FERPA coordinator will notify the student in writing of the decision and the reason for it, as well as the student’s right to request a hearing or to include an explanatory statement in the record detailing why the student believes the record is incorrect.

If the student requests a hearing, the president or his or her designee will appoint a hearing officer and the FERPA coordinator will arrange a time and location for the hearing and notify the student. Two weeks after the hearing, or sooner if possible, the hearing officer will provide a summary of the evidence from the hearing and a recommendation based upon the hearing to the President. The President will notify the FERPA coordinator of the University’s decision, and, if appropriate, the FERPA coordinator will direct the proper officials to make the change. Regardless of the University’s decision, the FERPA coordinator will notify the student of the University’s decision. If the University elects not to make the change, the FERPA coordinator will provide the student with a written summary of the evidence presented at the hearing and the reasons for the University’s decision and inform the student of the right to include a statement in the record explaining why he or she believes it is incorrect.

What is “directory information” at Ä¢¹½ÊÓƵ?

At Ä¢¹½ÊÓƵ directory information includes: student name, telephone number, mailing address, major field of study, extracurricular participation, achievements and academic awards or honors, photographs, years of attendance and terms enrolled, and the height and weight of members of athletic teams.

Under what other circumstances might the University release education records without student consent?

The University may also release education records without student consent in the following circumstances: at the student’s request, in connection with a student’s request for financial aid to determine eligibility, amount or conditions of the aid or to enforce the terms and conditions of the aid, to organizations conducting certain studies for or on the University’s behalf, to accrediting agencies for accreditation purposes, to the student’s parents where the parents claim the student as a dependent for income tax purposes, to comply with a lawfully issued court order or subpoena, to appropriate parties in a health or safety emergency, where required by Ohio law adopted before November 19, 1974, to an alleged victim of a crime of violence (results of university disciplinary proceedings against the student as the alleged perpetrator only), to appropriate government officials in connection with certain state or federally supported education programs only. For further information about disclosures that may be made without a student’s consent, please see the University’s Policies and procedure for student records.

What University employees may view my education records?

Only University officials who have a legitimate educational interest may view a student’s education records. Ä¢¹½ÊÓƵ defines a University official as a person employed by the University in an academic, administrative, support, supervisory, or research or support staff position, a person appointed or elected to the Board of Trustees, or a person employed by or under contract to the University to perform a special task. A University official has a legitimate educational interest if the official is performing a task specified in his or her position description or contract agreement, performing a task related to the student’s education, performing a task related to the student’s discipline, or providing a service or benefit relating to the student or student’s family, such as health care, counseling, job placement or financial aid.

What do I need to do if I want Ä¢¹½ÊÓƵ to provide a copy of my education records to a third party?

All new and continuing students should log into MyÄ¢¹½ÊÓƵ to control the release information.  If a current or former student is unable to log on to MyÄ¢¹½ÊÓƵ to release the information please see the attached Authorization and Request for Release of Records and Information Form.

Who is the University’s FERPA Coordinator?

Ä¢¹½ÊÓƵ’s FERPA Coordinator is the University Registrar, whose office is in Simmons Hall and whose phone number is 330-972-8300.