Confidentiality and Inspection Policy — Graduate Studies

Effective Date

Wednesday, May 28, 2014

Office of Primary Responsibility

School of Graduate and Advanced Studies

Affected Parties

School of Graduate & Advanced Studies Students

Policy Statement

The College has a long-standing policy of preserving the confidentiality of student records. In keeping with federal law, the College permits students to review the education records which it maintains concerning them, with the following exceptions:

  1. Personal files of members of the faculty and administration;
  2. Security files of the Campus Police Department not available for review by any individuals other than security officers and local law enforcement officials;
  3. Medical records of the College Health Service that are maintained by medical personnel for the sole purpose of treating a student patient;
  4. Employment records, except those pertaining to students employed through the College work/study program and similar programs;
  5. Records containing only information concerning a person's activities after graduation or withdrawal from the College;
  6. Financial Aid Office records relating to the financial status of parents; and
  7. Confidential letters of recommendation to which a student has waived the right of access.

Student education records are located in the office of the Dean of Graduate Studies and the various academic departments. Students may request to inspect their records by filing a written request with the person who is responsible for maintaining the records which the student seeks to review.

After reviewing the education record, a student who believes that the record reviewed is incorrect or misleading, may ask to have the record corrected or deleted. If this request is refused by the person responsible for maintaining the record, the student may request a hearing in a manner determined by the Dean of Graduate Studies. If the decision not to amend the student's education records is affirmed after the hearing, the student may have placed in the file a statement setting forth the student's version of the facts.

The College will not disclose personally identifiable information from the student’s education record to third parties without the student’s written permission, except to the following parties, and in the following circumstances.

  1. Directory information may be disclosed without restriction unless the student objects in writing to the Graduate Office by October 15 in a given academic year.
  2. Faculty members and other officials of the College who have a legitimate educational interest in the student's education record may be permitted to review it.
  3. The College will disclose information to government agencies as required by law.
  4. The College may disclose information to the parent(s) or guardian(s) of a student unless the student has filed a statement certifying that he/she is not financially dependent as defined by the Federal income tax laws.
  5. After attempting to notify the student involved, the College will disclose information in response to a lawfully issued subpoena.
  6. The College may disclose information when necessary to determine the student's eligibility for financial aid or to enforce the terms or conditions of financial aid which a student has received.
  7. The College may disclose information to an organization conducting studies if the organization certifies that
    • (i) the studies will not be conducted in a way which will permit the personal identification of the student; and
    • (ii) the organization's record of such information will be destroyed when the study is completed.
  8. The College may disclose information to appropriate parties in a health or safety emergency in which the health or safety of a student or other individuals is seriously threatened, and the parties to whom the information is disclosed are in a position to meet the emergency.

Copies of the College’s Policy on Student Records, which details the rights summarized above, and any applicable Federal laws, are available in the Graduate Studies Office.

A student has the right to file a complaint concerning alleged failures by the College to comply with applicable Federal law with the Family Educational Rights and Privacy Act Office (FERPA), Department of Education, Washington, DC 20202.

Contact(s)

School of Graduate & Advanced Studies