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Records
Information
Student
Records-Confidentiality
A. General Provisions
- The terms used
in this policy are defined in the federal Family Educational Rights
and Privacy Act (Public Law 93-380, 20 U.S.C. Sec. 1232g, et seq.),
Referred to herein as the “Act”. Copies of the Act are on
file in the Office of Registration and Records and are available for
inspection by appointment during regular business hours.
- The right of
access to student records is limited to students, unless a specific
exception is contained in the Act. In general, parents of students
who are 18 years of age or over are not permitted to inspect student
records without permission from the student.
- Students are
not permitted to inspect financial records of their parents or other
documents, such as confidential letters of recommendation, except
as provided in the Act.
- Students may
waive the protection provided by the Act, but are not required to
do so.
B. Procedure For Inspection
- A present, or
former, student who desires to inspect his record is to file a written
request in the Office of Registration and Records on a form provided
by it. The request will specify with reasonable certainty the portions
of the record to be inspected. The request will be forwarded to the
custodian of the record, and a copy will be sent to the Office of
Student Affairs.
- The record is
available for inspection during regular business hours of the College.
The custodian of the record will advise the student, in writing, of
the date, time, and place the record may be inspected.
- No record may
be removed from the file. Copies of any record permitted to be inspected
will be provided to the student upon payment to the College of the
actual cost of reproducing and providing such copies.
- No person other
than the student may inspect the record unless the student authorizes
such person to do so by written notice to the Office of Registration
and Records prior to the inspection.
C. Challenge to Content of Record
- If the student
believes that any material contained in the record is inaccurate,
misleading, or violative of his rights, he may challenge that material
as provided herein and in the Act.
- Grades are not
subject to challenge by this procedure.
- The application
for a hearing to challenge material contained in the record is to
be filed in the Office of Registration and Records on a form provided
by such office.
- An administrator
appointed by the Vice President for Student Affairs will notify the
student of the date, time, and place of the hearing. The student may
present evidence at the hearing, and may be represented by an attorney.
The hearing will be recorded by electronic means. If the student desires
a stenographic transcript of the proceedings, it will be provided
at his or her cost.
- Upon conclusion
of the hearing, the administrator will prepare a report containing
findings of fact and conclusions about the manner in which the record
is to be corrected, if at all.
- The student may
appeal the decision of the administrator to the President by written
request filed within 15 days after receipt of the decision from the
administrator. The President will review the record of the hearing
and affirm or reverse, either in whole or in part, the administrator’s
decision, or return the matter to the administrator for further proceedings.
- Within five days
after receipt of the President’s decision, the student may appeal
the same to the Board of Trustees. The appeal will be set for the
next convenient meeting of the Board. At such meeting the Board will
review the record before the administrator and the President’s
decision, and may affirm or reverse, either in whole or in part, the
decisions of the President and the administrator, or return the matter
to the administrator for further proceedings.
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