Family Educational Rights and Privacy Act of 1974

Park University informs students of the Family Education Rights and Privacy Act of 1974 (FERPA).  This act, with which the institution intends to fully comply, was designed to protect the privacy of educational records, to establish the rights of students to inspect and review their educational records, and to provide guidelines for the correction of inaccurate or misleading data through informal and formal hearings.  Students also have the right to file complaints with the Family Education Rights and Privacy Act Officer concerning alleged failures by the institution to comply with the Act.

Park University’s local policy explains in detail the procedures to be used by the institution for compliance with the provisions of the Act.  Copies of the policy may be found in the office of the Vice President for Student Services or as outlined here.

Policy Intent

• The Park University student record policy is intended to conform with all state and federal statutes dealing with access to information held by an educational institution on present and former students.
• The Park University student record policy is formulated to protect the privacy of the student information that is maintained and yet provide access to student records for those having a legitimate purpose to view such records.  Regulations and procedures to ensure adequate protection of the student are provided in this policy.
• “Records” refers to those files and their contents that are maintained by official units of the University.  Generally, students have the right to review any official record that the University maintains on them.  Access to records by others, without student permission, is limited to purposes of an educational nature.  When access is permitted, documents will be examined only under conditions that will prevent unauthorized removal, alteration, or mutilation.  Information to which the student does not have access is limited to the following:
  • Confidential letters of recommendation placed in the student’s files before January 1, 1975, and those letters for which students have signed a waiver of his/her right of access.
  • Parent’s confidential financial statements.
  • Personal files and records of members of faculty or administrative personnel, “which are in sole possession of the maker thereof and which are not accessible or revealed to any person except a substitute”.
  • Records of the Office of Admissions concerning students admitted but not yet enrolled at the University.  Medical/psychological records used in connection with treatment of the student.  Such records are, however, reviewable by a physician or psychologist of the student’s choice.
• Only the following offices are authorized to release non-directory information: Registrar, Career Services, Counseling Services, Financial Aid, Assistant Vice President for Academic Affairs, Vice President for Student Services, Provost, and President.

Access to Student Records by the Student or Parents of Dependent Student Learners:

• Students and parents of dependent students have the right to inspect their records (as defined by A3 above) and are entitled to an explanation of any information therein.
• Documents submitted to the University by or for the student will not be returned to the student.  Academic records received from other institutions will not be sent to third parties external to the University.  Records should be requested by the student from the originating institution.
• Official records and transcripts of the University (signature and/or seal affixed) are mailed directly to other institutions or agencies the student requests.  When circumstances warrant, official records may be given directly to the student at the discretion of the proper University official.  In such cases, the record will be clearly marked to indicate issuance to the student.
• Should a student believe his/her record is incorrect, a written request should be submitted to the appropriate University official indicating the correct information that should be entered.  The official will respond within a reasonable period concerning his/her action.  Should the student not be satisfied, a hearing may be requested by the Registrar.

Access to Student Records by Others:

• Disclosure of general directory information-certain information may be released by the University without prior consent of the student if considered appropriate by designated officials.  Such information is limited to the following:
  • Student’s name, address, telephone number (permanent and local)
  • Date and place of birth
  • Dates of attendance at the University, major fields of study, current classification, degrees, honors, and awards
  • Previous schools attended and degrees awarded
  • Heights and weights of members of athletic teams
  • Participation in officially recognized activities
  • Email address
  • Class schedule
  • Full or part time status
  • Photograph
• Directory information will not be released for commercial purposes by administrative offices of the University under any circumstances.  Students may request that directory information not be released by written request to the Office of the Registrar.  All other student information will be released only upon written request of the student, excepting those instances cited below.
• Disclosure to members of the University community:
  • Access to student records for administrative reasons for faculty, administrative staff, and other pertinent employees is permissible provided that such persons are properly identified and can demonstrate a legitimate interest in the materials.
  • Access for the purpose of research by faculty and administrative staff is permissible when authorized by the department chair, Associate Dean, Assistant Vice President for Academic Affairs, Vice President for Student Services, Provost, or President.
  • Information requested by student organizations of any kind will be provided only when authorized by the Assistant Vice President for Academic Affairs, Vice President for Student Services, Provost, or President.
• Disclosure to organizations providing financial support to student-It is the University’s policy to release the academic transcript to such organizations only upon the student’s written request or authorization.  Otherwise, the academic transcript will be sent only to the student or to the parent(s) upon whom the student is financially dependent, a policy consistent with the University’s interpretation of FERPA, popularly known as the “Buckley Amendment.”
• Disclosure to other educational agencies and organizations-Information may be released to another institution of learning, research organization, or accrediting body for legitimate educational reasons provided that any data shall be protected in a manner that will not permit the personal identification of the student by a third party.
• Local, state, and federal government agencies-Government agencies are permitted access to student records only when auditing, enforcing, and/or evaluating sponsored programs.  In such instances, such data may not be given to a third party and will be destroyed when no longer needed for audit, enforcement, and/or evaluative purposes.

Park University presumes the authority to advise parents of a student’s status, as it deems advisable, unless the student establishes that s/he is not a dependent within the definition of the Internal Revenue Code of 1954.

Questions concerning the Family Education Rights and Privacy Act may be referred to the office of the Vice President for Student Services.

Back to Policies Page

^ Back to the Top

---------------------------------

University Resources