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Part 6. Student Affairs

Section IV. Classroom

K. Student Educational Records/Privacy Act ("Buckley Amendment")

1. General

The University accords students all rights as required under The Family Educational Rights and Privacy Act of 1974 (the “Act”). In compliance with the Act, the University has established a written institutional policy governing student privacy rights which it makes available to students.

2. Policy

No one outside the institution shall have access to, nor will the institution disclose any information from, students’ education records without the written consent of students, except to personnel within the University; to officials of other institutions in which students seek to enroll; to persons or organizations who provided the student with financial aid; to accrediting agencies carrying out their accrediting function; to persons in compliance with a judicial order; and to persons in an emergency in order to protect the health or safety of the student or other persons.

Within the University, only those members individually or collectively acting in the students’ educational interests are allowed access to students’ education records. Those members may include, on a “need to know basis”, personnel in administrative offices or the offices of the applied technology, professional, and academic schools and colleges, such as, admissions and registration, finances, financial aids, placement, student personnel services, counseling, and instructional personnel.

3. Directory Information

At its discretion, the institution may provide “directory information” in accordance with the provisions of the Act. Directory information includes: student name, class, address, telephone number, date and place of birth, major field of study, dates of attendance, degrees, awards, academic honors received, the most recent previous educational agency or institution attended by the student, participation in officially recognized activities and sports, and weight and height of members of athletic teams. Students may withhold directory information by notifying the Registrar’s Office, in writing, within two weeks after the first day of class for each term. No changes in the printed ISU Telephone Directory can be made after it has gone to press.

Requests for non-disclosure will be honored by the University for one term only. Requests to withhold directory information must be filed each term in the Registrar’s Office.

4. Education Records

The Act requires the University to maintain the confidentiality of student “education records”. “Education records” means those records which are directly related to a student and are maintained by the University or by a party acting for the University. Education records do not include records of instructional, administrative, and educational personnel which are the sole possession of the maker and are not accessible or revealed to any individual except a temporary substitute, and records of a campus law enforcement unit. Other non-educational records include employment and follow-up records, and student health records. Two categories of employment records become educational records when they pertain to a student who has obtained his or her position because of student status. Health records may be reviewed by physicians of the student’s choosing.

5. Rights of Review

The Act provides students with the right to inspect and review information contained in their education records. This right includes the opportunity to challenge the contents of his/her education records and to have a hearing if the outcome of the challenge is unsatisfactory. A student may submit explanatory statements for inclusion in his/her files if the student feels the decision of the hearings is unacceptable.

Students wishing to review their educational records must make written requests to the official in the appropriate office designated as the custodian of the specific records maintained by that office. At the time of the request, the student will complete a form listing the items of interest. Only records covered by the Act will be made available. Such records will be made available within 45 days of the request. Students may have copies made of their records, with certain exceptions (e.g., a copy of the academic record for which a financial “hold” exists, or a transcript of an original or source document which exists elsewhere.) These copies are made at the students’ expense, at prevailing campus rates.

A student who believes that his/her education records contain information that is inaccurate or misleading, or otherwise violates privacy or other rights, may discuss the problem with the custodian of the particular record and have the record amended if inaccurate or misleading.

However, the record will not be amended if no such inaccurate or misleading information is found and the student will be notified of such within a reasonable time. If dissatisfied, the student may exercise his/her right to a formal hearing.

6. Exceptions

Students cannot inspect and review the following, as outlined in the Act: (a) financial information submitted by their parents; (b) confidential letters and recommendations associated with admissions (of matriculated students only), employment, or job placement, or honors, to which they have waived their rights of inspection and review; and (c) education records containing information about more than one student, in which case the University will permit access only to that part of the record which pertains to the inquiring student. The University is not required to permit students to inspect and review confidential letters and recommendations placed in their files prior to January 1, 1975, provided these letters were collected under established policies of confidentiality, and were used only for the purposes for which they were collected.

7. Appeal Procedures

The Associate Director of Registration and Records has been designated to oversee the administration and appeal procedures involving students’ rights to their records. Requests for hearings must be made in writing to the Associate Director of Registration and Records, who, within a reasonable time after receiving such request will inform the student of the date, place, and time of the hearing. The Associate Director of Registration and Records will appoint a hearing officer. The student may present evidence relevant to the issues raised and may be assisted or represented at the hearing by one or more persons of his/her choice. Fees for a student’s attorneys or consultants, and any costs associated with recording the hearing and/or preparing transcripts, must be borne by the individual student.

A decision following a hearing will be final and will be based solely on the evidence presented. The decision will consist of a written statement summarizing the evidence and stating the reasons for the decision, and will be delivered to all parties concerned. The education records will be corrected or amended as necessary in accordance with the decision rendered. If the decision is unsatisfactory to the student, the student may place with the education record statements commenting on the information in the record, or statements setting forth any reasons for disagreeing with the decision entered at the hearing. The statement will be placed in the student’s education record, maintained as part of the student’s record, and released whenever the record in question is disclosed.

Students who believe that the adjudications of their challenges were unfair, or not in keeping with the provisions of the Act, may request in writing assistance from the President. Students who believe their rights have been abridged, may also file complaints with the Family Educational Rights and Privacy Act Office (FERPA), Department of Health, Education, and Welfare, Washington, D.C. 20201.

8. Location of Education Records

A complete, detailed Directory of Records, with full information on the location, designated custodian, name, nature and classification, of all education records maintained by the University is available to interested parties at the following locations: the office of the Associate Director of Registration and Records, Student Affairs Office, and Applied Tech Student Services Office.

a. Academic Records

Registrar, Museum Building

Dean’s Office, each college or school (see directory)

Office of Department Chairpersons (see directory)

Office of Advisors (see directory)

Curriculum Advising Office, Administration Building

Student Services Office, RFC Building, Applied Tech. School

Adult Education Office, RFC Building, Applied Tech. School

Adult Basic Education Office, RFC Building, Applied Tech. School

Office of Applied Tech. Departments, RFC Building, Applied Tech. School

Instructor’s Office, (see campus directory for locations)

b. Records of Psychological and Interest Tests

Counseling and Testing Center, Student Health Center Building

Student Services Office, RFC Building, Applied Tech. School

c. Medical Records

Student Health Center, 8th Avenue

d. Financial Aid Records

Financial Aid & Scholarship Office, Museum Building

Student Services Office, RFC Building, Applied Tech. School

Finance Office, RFC Building, Applied Tech. School

e. Placement Records

Career Planning and Placement Service, Museum Building

Departmental Office, RFC Building, Applied Tech. School

f. Veterans Records

Registrar’s Office, Museum Building

Finance Office, RFC Building, Applied Tech School

g. Discipline Records

Student Affairs Office, Hypostyle

h. Business and Financial Records

Business Office, Administration Building

Finance Office, RFC Building, Applied Tech. School

i. Athletic Records, Athletic Department, Holt Arena

j. Student Special Services Records

Trio Program, Museum Building

k. Intramurals Records

Intramurals Office, #15, Reed Gymnasium

l. Correspondence Records

In every secretarial office of the University, including all Applied Tech., Administrative, Academic, and Service offices.

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