1. General Policy: Under the Authority of the Family Educational Rights and Privacy Act of 1974, students have the right to examine certain files, records or documents which are maintained by the school pertaining to them. The school must permit students to examine such records within forty-five days after submission of a written request and to obtain copies of such records upon payment of the cost of reproduction.
Students may request the school to amend their education records on the grounds that they are inaccurate, misleading or in violation of their right of privacy. In the event that the school refuses to so amend the records, students may, after complying with the Monroe Complaint Procedure, request a hearing.
2. Education Records: Education records are all files, records or documents that contain information directly related to the students. Examples include student placement and financial aid files. Such records are maintained by and are in custody of the school. The only persons allowed access to such records are those who have a legitimate administrative or educational interest.
3. Exemptions: The following items are exempt from the Act:
a. Parents’ Confidential Statement, Financial Need Analysis Report, Federal Grants, Student Eligibility Report.
b. Confidential letters of recommendation received after 1974. The Act permits students to waive their right of access if the letters are related to admissions, employment, or honors.
c. Records about students made by teachers or administrators are maintained by and accessible only to them.
d. School security records.
e. Employment records for school employees who are not also current students.
f. Records compiled or maintained by physicians, psychiatrists, psychologists, or other recognized professional or para-professionals acting or assisting in such capacities, for treatment purposes and which are available only to the persons providing the treatment.
4. Review of Records: It is the policy of the school to monitor educational records to insure that they do not contain information that is inaccurate, misleading or otherwise inappropriate. The school may destroy records that are no longer useful or pertinent to the students’ circumstances.
5. Directory Information: Directory information is that information that may be unconditionally released without the consent of the student unless the student has specifically requested that the information not be released. The college requires that such requests be made in writing to the Office of the Registrar within 15 days after students start class. Directory information includes: student’s name, address(es), telephone number(s), date and place of birth, course of study, extra-curricular activities, degrees and awards received, last school attended, post-graduation employer(s), academic awards or equivalent, and dates of attendance.
6. Access without Student Consent: The college may release student information without the student’s written consent to:
a. Other schools which have legitimate interests,
b. Other schools where students have applied for admission. In this case, students must be advised that the records are being sent and that they may receive a copy,
c. Authorized representatives of the Department of Education, Office of Inspector General of the United States, or state and local education authorities as part of an audit or program review process,
d. Attorney General of the United States or his designee in reponse to an ex parte order in connection with the investigation of a crime of terrorism,
e. Accrediting agencies,
f. Parents of students who are dependents for purposes of the Internal Revenue Code. However, the school is not required to release such records,
g. Appropriate persons or agencies in connection with student applications for, or receipt of, financial aid, i.e., Bureau of Citizenship and Immigration Services,
h. Courts, in compliance with a court order or subpoena with appropriate notification to the student, unless it is an ex parte order that does not require student notification,
i. Appropriate persons or agencies in the event of a health or safety emergency, where such release without consent is necessary under the circumstances. In all other cases, the school shall obtain the written consent of the student prior to releasing such information to any person or organization.