Access to Student Records and FERPA
Policies on Access to Students' Records
The Office of the Registrar maintains an official folder of academic information for all current students. A permanent academic record card that shows credit attempted and the resulting grade point average is also on file. Students may review their academic records by showing appropriate identification. Records open to students elsewhere on campus include those maintained in the Office of the Vice President for Student Services, Health Services, the Office of Financial Aid, Career Services, and by the faculty adviser. Students may not review financial information submitted by parents; confidential letters associated with admission, employment or job placement; or any material for which they waived the right to review. Any student who believes that inaccurate, misleading or otherwise inappropriate information may be in one of her record files may request a hearing with the Academic Standing Committee about academic matters or the Advising Committee about non-academic matters. Information about a student, other than directory information allowed by the Family Education Rights and Privacy Acts of 1974 (as amended), will not be released without the student's written consent. A copy of the FERPA-1974 is available for review in the Office of the Registrar. The following directory-type information may be released about a student: name, campus address and phone, home address, classification, major field of study, dates of attendance, degrees earned and honors received. A student who wishes to prevent the release of directory-type information must make the request in writing to the Vice President for Student Affairs by September 15 each year. Only College personnel who have a direct educational interest in the student, the parents who provide financial support, or identified representatives of local, state and national governmental law agencies have access to non-directory information. Should information be requested to comply with a judicial order or pursuant to any lawful subpoena, efforts will be made to notify the student. Upon written request and payment of necessary fees, the Office of the Registrar will issue statements of academic standing and official transcripts for students in good financial standing; the vice president for student services will complete recommendations, employment forms and statements of good standing; and Career Services will provide placement papers. If a fee is required, the student will bear the cost (see Transcripts, below).
Notification of Rights under FERPA For Postsecondary Institutions
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:
- The right to inspect and review the student's educational records
within 45 days of the day the College receives a request for access.
Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The College officials will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the College official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed. - The right to request the amendment of the student's education records that the students believes are inaccurate or misleading. Students may ask the College to amend a record that they believe is inaccurate or misleading. They should write the College official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right of a hearing.
- The right to consent to disclosures of personally identifiable
information contained in the student's education records, except
to the extent that FERPA authorizes disclosure without consent.
One exception which permits disclosure without consent is disclosure
to school officials with legitimate educational interests. A school
official is a person employed by the College in an administrative,
supervisory, academic or research, or support staff position (including
law enforcement unit personnel and health staff); a person or
company with whom the College has contracted (such as an attorney,
auditor, or collection agent); a person serving on the Board of
Trustees; or a student serving on an official committee, such
as a disciplinary or grievance committee, or assisting another
school official in performing his or her tasks.
A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. - The right to file a complaint with the U.S. Department of Education concerning alleged failures by Stephens College to comply with the requirements of FERPA. The name and address of the Office that administers FERPA are:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C. 20202-4605
Colleges may disclose, without consent, "directory" information. Directory information is information not generally considered harmful or an invasion of privacy if disclosed. This includes, but is not limited to, a student's name, address, telephone number, date and place of birth, honors and awards, field of study, enrollment status and dates of attendance. However, the College must give eligible students a reasonable amount of time to request that the school not disclose directory information about them.
Grade reports are issued at mid-term and at the end of each semester and summer terms. Grades are available to students online through a password protected portal. Parents are encouraged to view student's grades with their student.
A transcript is an official copy of the student's permanent academic record; it bears the College seal and the signature of the registrar. Official transcripts are available to students in good financial standing upon written request in the Office of the Registrar. The charge is $10, paid in advance. Transcripts are normally sent directly from the Office of the Registrar to the receiving institution. If a student requests an official transcript for herself, the words "Issued to Student" will appear on it. A currently enrolled student may obtain an information copy (unofficial) of her academic record by providing appropriate identification in the Registrar's office and paying a nominal copy fee.
