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Workplace Practices: Family Education Rights and Privacy Act (FERPA) of 1974
Date approved:
August 2011
Approved by:
 
Date to be reviewed:
July 2012
Reviewed by:
Director of Human Resources
Date revised:
Revision number:
1.1
 
 
Compliance Committee:
As Scheduled

1.0 PURPOSE

Wheeling Jesuit University at all times adheres to the Family Educational  Rights and Privacy Act (FERPA) of 1974, as amended, with respect to the disclosure of student education records to the student, the student's parents, other University officials, and any other individual, agency, or organization, including officials of other schools or school systems, representatives of the United States Government, state and local government officials, and all other public and private organizations.  

2.0 POLICY STATEMENT

2.1 Definitions 

  1. "Student" refers to any person who attends or has attended the University.
  2. "Records" include any records related directly to the student.

2.2 Record Maintenance 

  1. Official student academic records, disciplinary records, financial records, employment records, medical and counseling records will be maintained in secure locations. (DON/MELISSA - note the location?)
  2. No record shall be kept of the political views of students or of student membership in any organization other than academic, honorary, professional and social organizations directly related to university life. Records maintained by student organizations are not considered university records, but such organization are expected to protect students from unwarranted invasions of privacy and to permit them to have access to their records.
  3. Excluded from this policy are records related to law enforcement, employment when it is unrelated to the individual's status as a student, or alumni records
  4. A record will be kept of all requests for and/disclosure of information from a student's records. The University's record will indicate the name of the party making the request and what records, if any, were received, the legitimate interest in the records, any additional party to whom it may be redisclosed, and the legitimate interest the additional party had in requesting or obtaining the information. The record may be reviewed by the student.
    • Request from the student, a party with written consent from the student, a party seeking directory information, a school official with a legitimate educational interest, or a federal grand jury or law enforcement agency pursuant to a subpoena will not be subject to record keeping.

2.3 Student Access to Records

  1. A student will submit a written request to access his or her record, in person with appropriate identification, and must be made in the presence of designated personnel of the office maintaining the records. All requests shall be granted as soon as practicable, but in no event later than 30 days after the date of request. No documents or files may be altered or removed once a request has been filed.
  2. A student may receive a copy of any and all records to which he or she has lawful access, subject to any applicable fees.
  3. Documents that contain information on more than one student will not be disclosed to a student.
  4. Financial information submitted by a student's parent, documents to which a student has waived his/her rights, records excluded by  FERPA, and admission applications are excluded from student access.

2.4 Challenges to Student Records

  1. If the student believes that the record is inaccurate, misleading or otherwise in violation of his or her privacy rights, he or she may ask that the record be changed or may insert a statement in the file. Any disagreement should be resolved informally, if possible.
  2. Only the registrar, upon consultation with the respective dean, may authorize a correction in a record within the academic file of a student. The appropriate University official can approve corrections or amendments to records under their authority.
  3. Should the request for a change be denied, the student will be notified of the University's decision and advised of the University's Dispute Resolution Policy. The student has 30 days to appeal the decision according to that Policy.
  4. Release of Information
The University will only disclose records only with written consent of the student except when the records are disclosed to:  
  • University officials with a legitimate educational interest.
  • Officials at another school in which the student seeks or intends to enroll.
  • Authorized representatives of the US government.
  • Lending institutions in connection with financial aid requests initiated by the student.
  • State agencies to which the University is legally required to report information.
  • State agencies to which the University is legally required to report information.
  • Those conducting academic studies, where personal identification of the student and parents is not shared beyond those directly involved in the studies (and the information will be destroyed immediately following the study).
  • Accrediting organizations, to carry out accrediting functions.
  • Parents of a dependent student, as proven by a federal tax return.
  • Appropriate emergency personnel to protect the health and safety of the student or others.
  • Comply with the judicial order or lawfully issued subpoena.
  • Alleged victims of a violent crime (General Counsel of the University will be consulted).
  • Veterans Administration Officials pursuant to 38 USC 3690 (c).
  • Assemble a directory (name of student, address (both local, including e-mail address and permanent), telephone number (both local and permanent), photograph, dates of registered attendance, enrollment status (e.g. full-time or part-time), school or division of enrollment, major field of study, nature and dates of degrees and awards received, participation in officially recognized activities and sports, and weight and height of members of athletic teams.),

2.5 Discipline

Any employee violating this policy will be subject to disciplinary action up to and including termination.

3.0 AUTHORIZATION

The Director of Human Resources has the authority to change, modify or approve exceptions to this policy at any time with or without notice and with the approval of the University President.  

4.0 ATTACHMENTS

Dispute Resolution Policy
Corrective Action Policy

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