Undergraduate Policies

Right of Access to Student Records

The Family Educational Rights and Privacy Act of 1974 (FERPA) grants any student currently in attendance, or any former student, the right of access to inspect or review his or her educational files, records, or data. Students who wish to inspect their records must file a Right of Access form with the office or department in which the desired record is kept. Right of Access forms are available in the Office of Student Services or through student self service. Wherever practicable, within ten days of receipt of the Right of Access form, the office or department will notify the student as to the date, time, and location when the desired record will be available for inspection. If a student believes that circumstances effectively prevent inspecting and reviewing the records at the designated date, time and location, he or she may request alternative inspection arrangements or copies of the records instead, subject to a fee for copies. The Dean of Students or the Dean’s designee will consider the request.

The University maintains the following general records on students:

  • Admission File 
  • Admissions Office
  • Permanent Academic Records 
  • Office of the Registrar
  • Financial Aid Records 
  • Financial Aid Office
  • Health Records 
  • Health Services Office
  • Account and Payment Records 
  • Business Office
  • Campus Conduct Records 
  • Dean of Students Office
  • Academic Dishonesty 
  • Office of the Provost

The file of each student must contain a record of all non-University affiliated individuals or organizations requesting access to information in the file, plus statements that specify the legitimate educational purposes for which access was requested.

Except as otherwise permitted under FERPA, information or records concerning individual students may not be released to any individual or agency without the student’s written permission. Any request for such information received without such written permission will not be honored and will be returned with a request for a written release from the student.

FERPA allows release of a student’s education records without the student’s written permission under certain circumstances, including the following:

  1. to personnel of the University, i.e., faculty, administrators, or staff for legitimate educational purposes only;
  2. to officials of other institutions in which the student seeks admission or intends to enroll, provided that the student is notified of the release;
  3. to federal or state officials in connection with the audit and evaluation of programs funded by federal or state governments, with the enforcement of legal requirements that relate to such programs, or in connection with the student’s application for or receipt of financial aid;
  4. to accrediting organizations in order to carry out their accrediting functions;
  5. to parents who claim the student as a dependent on their IRS statement;
  6. to in connection with an emergency, to appropriate persons if revealing such information is necessary to protect the health or safety of the student or other persons;
  7. in response to pursuant to a validly issued subpoena, subject to advance notification of the student unless such notice is prohibited by court order; and
  8. as otherwise permitted under or consistent with FERPA.

The following data are considered informational in nature and may be released without permission of the student, at the discretion of the University: student's name, major, acknowledgement of a student's participation in officially recognized activities and sports, weight and height of members of athletic teams, date(s) of attendance; degrees, certificates, awards received; the most recent previous educational agency or institution attended by the student and appointment as a Resident Assistant or Community Development Assistant.  For graduate students who are teaching credit courses, work department, office address, and employment category are also defined as directory information.

Any student who wishes to have some or all of his or her directory information excluded from release by the University without prior permission must complete the appropriate selections available thru student self service.

Any student who believes that his or her records are inaccurate or misleading may request a hearing with the Dean of Students to discuss the contents of such records and whether or not they need to be changed. Additional information on procedures or policies relating to University compliance with the Family Rights and Privacy Act can be obtained from the Office of Student Services or the Registrar's Office.