FERPA
FERPA Policy Statement
Definitions
Annual Notification
Procedure to Inspect Education Records
Rights of University to Refuse Access
Fees and Copies of Records
Disclosure of Education Records
Record of Requests for Disclosure
Directory Information
Correction of Education Records
Types, Locations and Custodians of Education Records
Student Rights
Definitions
For the purpose of this policy, Truman State University
has used the following definition of terms.
Student
– any person who attends or has attended Truman State University.
Education records
– any record (in handwriting, print, tapes, film, electronic,
student id photographs, or other medium) maintained by Truman State
University or an agent of the university that is directly related to
a student, except:
1.
A personal record kept by a faculty
or staff member if it is kept in the sole possession of the maker of
the record and is not accessible or revealed to any other person
except a temporary substitute for the maker of the record.
2.
An employment record of an
individual whose employment is not contingent on the fact that he or
she is a student, provided the record is used only in relation to
the individual’s employment.
3.
Records maintained by the Department of Public Safety (DPS) if the
record is maintained solely for law enforcement purposes and are
segregated from other student records.
4.
Records maintained by the Student Health Center if the records are
used only for treatment of a student and made available only to
those persons providing treatment.
5.
Records maintained by University Counseling Services if the records
are used only for treatment of a student and made available only to
those persons providing treatment.
6.
Alumni records which contain information about a student after he or
she is no longer in attendance at the University and which do not
relate to that person as a student.
7.
Parents’ financial records are not available to students.
8.
Financial assistance and financial aid records.
Annual Notification
Students will be notified of their FERPA rights via
the Truman Web Site at
www.truman.edu. A copy of the policy can be
requested by calling the Office of the Registrar. The web site
is also referenced in the
Parents Handbook.
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Procedure to Inspect Education Records
In
order to review their records, students should submit to the record
custodian or an appropriate University staff person a written
request which identifies as precisely as possible the record or
records he or she wishes to inspect.
The record custodian or an appropriate University
staff person will make the needed arrangements for access as
promptly as possible and notify the student of the time and place
where the records may be inspected. Access must be given in 15
working days or less from the receipt of the request during the
regular academic year. Requests made at other times may be
delayed.
When a record contains information about more than
one student, the student may inspect and review only the records
which relate to him/her.
Right of University to Refuse Access
Truman State University reserves the right to deny transcripts or
copies of records not required to be made available by the FERPA in
any of the following situations:
1.
The student has unpaid financial
obligations to the University.
2.
There is an unresolved disciplinary
action against the student.
Fees for Copies of Records
The custodian of the records may impose reasonable fees for
copies of records.
Disclosure of Education Records
Truman State University will disclose information from a student’s
education records only with the written consent of the student,
except:
1.
To school officials who have a legitimate education interest
in the records.
A school official is:
·
A person employed by the University
in an administrative, supervisory, academic or research, or support
staff position.
·
A person employed by or under
contract to the University to perform a special task, such as an
attorney or auditor.
A school official has a legitimate education interest
if the official is:
·
Performing a task that is specified in his or her position
description or by a contract agreement.
·
Performing a task related to a student’s education.
·
Performing a task related to the conduct of a student.
2.
To officials of another school,
upon request, in which a student seeks or intends to enroll.
Transcripts are provided to other schools only when students
complete the procedures outlined by the Registrar’s Office.
3.
To certain officials of the U.S.
Department of Education, the Comptroller General, and state and
local education authorities, in connection with certain state or
federally supported education programs.
4.
In connection with a student’s
request for or receipt of financial aid, as necessary to determine
the eligibility, amount or conditions of the financial aid, or to
enforce the terms and conditions of the aid.
5.
If required by a state law
requiring disclosure that was adopted before November 19, 1974.
6.
To organizations conducting certain
studies for or on behalf of the University.
7.
To accrediting organizations to
carry out their functions.
8.
To comply with a judicial order or
a lawfully issued subpoena.
9.
To appropriate parties in a health
or safety emergency.
10.
To an alleged victim of any crime
of violence, the results of any institutional disciplinary
proceeding against the alleged perpetrator that crime.
11.
To parents of students under the
age of 21 who have violated the Student Conduct Code or Missouri
State laws relative to substance abuse as deemed appropriate by the
University’s Judicial Officer.
12.
To parents of students who are
considered a dependent student under the Internal Revenue Code.
13. To appropriate Federal officials authorized to view private student records in accordance with Federal law.
Record of Requests for Disclosure
The appropriate records custodian at Truman State University will
maintain a record of all requests for and/or disclosure of
information from a student’s education records. The record
will indicate the name of the party making the request, any
additional party to whom it may be redisclosed (if known), and the
legitimate interest the party had in requesting or obtaining the
information. The record may be reviewed by the eligible
student or parents of a student who has filed the proper paperwork
with the record custodian.
Directory Information
Truman State University designates the following items as Directory
Information: student name, address, telephone number, e-mail
address, date and place of birth, major field of study, class
status, participation in officially recognized activities and
sports, weight and height of members of athletic teams, dates of
attendance, enrollment status (including hours enrolled), degrees
and awards received, and most recent previous school attended.
The University may disclose any of those items without prior written
consent unless notified in writing by the student prior to the
request for disclosure.
Correction of Education Records
Students have the right to ask to have records corrected that
they believe are inaccurate, misleading, or in violation of privacy
rights. Following are the procedures for the correction of
records:
1.
A student must ask the appropriate record custodian of Truman
State University to amend a record. In so doing, the student
should identify the part of the record he/she wants changed and
specify why he/she believes it is inaccurate, misleading or in
violation of his or her privacy or other rights.
2.
Truman State University may comply with the request or may decide
not to comply. If it decides not to comply, Truman State
University will notify the student of the decision and advise
him/her of his/her right to a hearing to challenge the information
believed to be inaccurate, misleading, or in violation of the
student’s rights.
3.
Upon request, Truman State
University will arrange for a hearing, and notify the student,
reasonably in advance, of the date, place, and time of the hearing.
4.
The hearing officer may be an
official of the institution but will not be the custodian of the
record in question. The student shall be afforded a full and
fair opportunity to present evidence relevant to the issues raised
in the original request to amend the student’s education records.
5.
Truman State University will prepare a written decision based solely
on the evidence presented at the hearing. The decision will
include a summary of the evidence presented and the reasons for the
decision.
6.
If Truman State University decides
that the challenged information is not inaccurate, misleading, or in
violation of the student’s right of privacy, it will notify the
student that he/she has a right to place in the record a statement
commenting on the challenged information and/or a statement setting
forth reasons for disagreeing with the decision.
7.
The statement will be maintained as
part of the student’s education records as long as the contested
portion is maintained. If Truman State University discloses
the contested portion of the record, it must also disclose the
statement.
8.
If Truman State University decides
that the information is inaccurate, misleading, or in violation of
the student’s right of privacy, it will amend the record and notify
the student, in writing, that the record has been amended.
Types, Locations, and Custodians of Education Records
The following is a list of the types of records that the University
maintains, their locations, and their custodians. The
University complies with State and Federal guidelines regarding the
duration of record retention.
|
Type of Record |
Location |
Custodian |
|
Undergraduate Admission Records (upon matriculation) and
Cumulative Academic Records |
Registrars Office
MC 104 |
Registrar |
|
Graduate Admission and Cumulative Graduate Student Records |
Graduate Office
MC 203
|
Dean of Graduate Studies |
|
Health Records |
Student Health Center
McKinney Center |
Director, Student Health Center |
|
Financial Records |
Business Office
MC 105 |
Controller |
|
Placement Records |
University Career Center
McKinney Center |
Director, University Career Center |
|
Judicial/Student Conduct Records |
Dean of Student Affairs Office
Kirk Building #112 |
Dean of Student Affairs |
|
Financial Assistance Records |
Financial Aid Office
MC #103 |
Director of Financial Aid |
|
Academic Probation and Suspension Records |
Graduate Office MC 203 |
Dean of Graduate Studies |
|
Immigration Records |
International Student Office |
International |
Student Rights
The Family Education Rights and Privacy Act (FERPA) ensures
students certain rights regarding their educational records. As a
student at Truman State University, you have the following rights:
-
The right to inspect and review your education records.
-
The right to request the amendment of your education records to ensure that they are not inaccurate, misleading, or otherwise in violation of your privacy or other rights.
-
The right to a hearing if your request for an amendment of your educational records is denied.
-
The right to prevent disclosures of directory information contained in your educational records, except the extent that FERPA authorizes disclosure without consent. Items that Truman State University recognizes as directory information are listed in the University's student record policy, which is available above.
-
The right to file with the U.S. Department of Education a complaint of alleged failures by Truman State University to comply with the requirements of FERPA.
-
The right to know that school officials at Truman State University may obtain information from educational records without obtaining your prior written consent; who is considered a school official; and what legitimate educational interest will entitle school officials to have access to education records. These policies are outlined in Truman State University's student records policy, which is available above.