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- 470 Release of Student Educational Records
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470 Release of Student Educational Records
SUBJECT: | RELEASE OF STUDENT EDUCATIONAL RECORDS |
NUMBER: | 470 |
AUTHORIZING BODY: | SENIOR VICE PRESIDENT STUDENT AFFAIRS AND CHIEF DIVERSITY OFFICER |
RESPONSIBLE OFFICE: | DEAN OF STUDENTS OFFICE |
DATE ISSUED: | SEPTEMBER, 1999 |
LAST UPDATE: | FEBRUARY 2016 |
RATIONALE: To ensure compliance with federal law regarding the privacy of Student records and the obligations of the institution, primarily in the areas of release of the records and the access provided to these records.
This policy describes how the University complies with FERPA, and is intended to be interpreted consistently with FERPA and its implementing regulations, as they may be amended from time to time. | |
POLICY: Oakland University ("University") faculty and staff must comply with: | |
SCOPE AND APPLICABILITY: All University employees who handle Student records are subject to this policy. Faculty and staff who require assistance in interpreting this policy should contact the Dean of Students. | |
DEFINITIONS:
Directory Information: Directory information means the following information about a Student: name, University email address, degrees, honors and awards received, including without limitation scholarships and eligibility for inclusion in honor societies; degrees applied for; major field of study; enrollment status; dates of attendance; class code; most recent educational agency or institution attended; School of Medicine residency match results; participation in officially recognized activities and sports; weight and height of members of athletic teams; photographic or electronic images; and date and place of birth.
Education Record: "Educational Record" means records that are directly related to a Student and maintained by the University or its agent. The term Education Record does not include: a. Records created by a University employee or agent that are in the sole possession of the maker, used solely as a personal memory aid, and are only used as a temporary substitute for the maker; b. Records created and maintained by the University’s Police Department for law enforcement purposes; c. Employment records unrelated to the Student’s status as a Student; d. Student medical and counseling records created, maintained or used solely to provide the Student treatment, and disclosed only to the individuals providing treatment. (While a Student may not inspect his or her medical records, those records may be reviewed by a physician or other appropriate health professional of the Student’s choice, at the Student’s sole expense.); e. Records created or received by the University after an individual is no longer a Student in attendance and that are not directly related to the individual's attendance as a Student; f. Student thesis and dissertations; orPersonally Identifiable Information: Personally Identifiable Information means information that would make a Student's identity easily traceable, including the Student's name; name of Student's parents and other family members; address of Student or Student's family; a personal identifier such as a social security number or Student number; and personal characteristics or any other information that would make the Student's identity easily traceable. School Official: A School Official is a person employed by the University in an administrative, supervisory, academic, research, or support staff position (including but not limited to law enforcement unit personnel and health staff); a contractor, consultant, volunteer or other party to whom the University has outsourced institutional services or functions (including without limitation attorneys, auditors, collection agents and interns) provided that the outside party (i) performs an institutional function for which the University would otherwise use employees, (ii) is under the direct control of the University with respect to use and maintenance of Education Records, and (iii) is subject to FERPA's requirements governing use and re-disclosure of Personally Identifiable Information from Education Records; a member of the Board of Trustees; or a Student or person serving on an official University committee, including but not limited to a disciplinary or grievance committee, or assisting another School Official in performing his or her professional responsibilities. Student: Except as otherwise provided in FERPA, "Student" means an individual who is or has been in attendance at the University and regarding whom the University maintains Education Records. The period during which an individual is working in a work-study program is considered attendance at the University. | |
PROCEDURES:
A. Disclosure of Personally Identifiable Information in Education Record 1. Disclosure With Student Consent. A Student may consent in writing to disclosure of Personally Identifiable Information from his or her Education Record. The Student’s written consent must be signed, dated and state what records are to be disclosed, to whom and for what purpose. The Student may also request a copy of the records disclosed pursuant to his or her consent. The Student may retract the consent in writing at any time, although retraction will not affect disclosures already made by the University consistent with the consent. a. To a School Official with legitimate education interest. A School Official has a legitimate education interest if the School Official needs to review an Education Record in order to fulfill his or her professional responsibilities. 3. Disclosure of Directory Information. Directory Information (as defined above) may appear in public documents and may be disclosed to any person or entity without Student consent unless the Student submits a completed Request for Nondisclosure of Directory Information Form to the Office of the Registrar. This form is also available from the Registrar and may be submitted at any time during the academic year. The University will fulfill a valid request made while a Student is in attendance even after the Student has left the University. The Student may rescind the request at any time by submitting a new Request for Nondisclosure of Directory Information Form to the Office of the Registrar. 1. Records Available for Inspection. Students have the right to inspect and review their Education Records, except for their parents’ financial records; confidential letters and statements of recommendation placed in the Education Record before January 1, 1975; confidential letters and statements of recommendation placed in the Education Record after January 1, 1975, for which a Student has waived his or her their right of access consistent with paragraph B.2., below; and information in the Education Record about other Students. C. Complaints, Concerns or Suggestions.
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RELATED POLICIES AND FORMS:
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APPENDIX: Family Educational Rights and Privacy Act (FERPA) | |