The Family Educational Rights and Privacy Act (FERPA) of 1974
It is the policy of Presbyterian College to provide for the protection of confidential information contained within student records against improper or illegal disclosure.
Directory Information
It is the policy of the college to compile non-confidential information that is classified by law as “directory information.” At its discretion, the college may or may not release this information. Directory information includes the student’s full name, campus address and permanent address, telephone numbers, major field of study, participation in official activities and sports, dates of attendance, degree(s) awarded, awards and honors received, and in the case of athletic team members, weight and height.
A student who desires that directory information not be released without his/her prior permission or consent may preclude such release by notifying the Registrar’s Office. Information released on alumni may include the above, plus the date of graduation. The release of additional information contained in a graduate’s record will require a written authorization from the individual. A permanent authorization may be placed in the record at the discretion of the graduate.
Confidential Student Records
The following records are confidential student records:
A. Admissions Records: Those records assembled by the Office of Admissions to provide for the screening and selection of students.
B. Active Academic Records: Those academic records retained by the Office of the Registrar and required by the Office of the Provost to account for the enrolled student’s academic performance and status, to include records maintained by instructors.
C. Inactive Academic Records: Those records retained by the Office of the Registrar that pertain to the academic performance of persons no longer enrolled at Presbyterian College.
D. Financial Aid Records: Those records maintained by the Office of Financial Aid that relate to a student’s eligibility for a receipt of financial assistance, except that information considered confidential to a parent.
E. Career Services Records: Those records maintained by the Office of Career Services that have been compiled for the purpose of career planning and job placement, except those confidential letters and statements of recommendation dated prior to January 1, 1975, providing such letters or statements are not used for purposes other than those for which they were specifically intended.
F. Disciplinary Records: Those records maintained by the Office of the Vice President for Student Life that relate to a student’s conduct, behavior, or social habits.
G. Health Records: Those records that provide information on the medical or psychological treatment of a student. (Note: Records on a student that are made or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional and are used only in connection with the provision of treatment to the student are not available to anyone other than the persons providing such treatment, except that such records can be personally reviewed by a physician or other appropriate professional of the student’s choice.)
H. Public Safety Records: Those records maintained in the Office of Public Safety that relate to a student’s contact with security and law enforcement officials.
I. Financial Records: Those records maintained by the Business Office that relate to a student’s financial account.
Access to Confidential Information
It is the policy of the college that the release of confidential information from an official student record requires the prior written consent of the student except as provided for by law.
It is the policy of the college that information contained in official student records will not be released to the parent(s) or guardian(s) without the consent of the student unless the student is a dependent of the parent(s) or guardian(s) as defined under section 152 of the Internal Revenue Code of 1986 or the student authorizes that release to the parent(s) or guardian(s).
Access to confidential student records is the responsibility of the officers of the college as specified below.
A. Admissions Records Dean of Admissions and Financial Aid
B. Academic Records Provost
(active/inactive)
C. Financial Aid Records Dean of Admissions and Financial Aid
D. Career Services Records VP for Student Life
E. Disciplinary Records VP for Student Life
F. Health Records VP for Student Life
G. Public Safety Records Executive VP for Business and Finance
H. Financial Records Executive VP for Business and Finance
These officers may designate other employees of the college to have access or control of confidential student records. The officers or other employees responsible for confidential student records shall maintain a record kept with the confidential record of each student which will indicate all individuals (other than parents or guardians of a dependent student or others specifically authorized by the student), agencies, or organizations outside Presbyterian College that have requested or obtained access to the student’s record. The record will indicate specifically the legitimate interest that each such person, agency, or organization has in obtaining this information. Such record of access shall be available only to the subject student, college officials, and substitutes who are responsible for the custody of such records. Records are typically kept for three years following a student’s graduation.
Letters of Recommendation
It is the policy of the college that employees of the college who prepare letters or statements of recommendation for a student and use official student records or knowledge of information contained in official student records will do so only after a written statement of consent has been received from the student. A copy of the written statement of consent should be kept by the employee. Employees of the college who submit letters or statements of recommendation in violation of this policy do so at their own risk.
Student Access to Records
It is the policy of Presbyterian College that students are allowed access to their official records to insure that information contained in official records is not inaccurate, misleading or otherwise in violation of their rights or privacy.
A student who wishes to review his/her student record will make a request directly to the person in charge of the office in which the record is maintained. A time for the review which is satisfactory to both parties will be announced by the person in charge of the file. If, during the review of the record, the student finds information or data that he/she believes is inaccurate, misleading, or otherwise inappropriate, he/she should bring it to the attention of the person in charge of the office and request the desired correction. If the matter cannot be resolved between the student and the person responsible for the maintenance of the record, the student will submit a written request to the President of the College for a hearing on the disputed information. The request will contain sufficient justification to support a charge that erroneous or improper information is contained in the file. The President will appoint three members from the staff and faculty to act as a special committee to review the challenged information and to forward to the President their findings and recommendations. Upon review of the committee’s report, the President will advise the complainant of the action he has taken regarding the complaint.
It is the policy of the college that students may obtain non-notarized, machine duplicated copies of documents contained in the official student records at a cost of $1.00 per page, excluding transcripts which are $5.00 per copy. Students who have outstanding financial obligations to the college cannot receive documents until all accounts are paid in full.