- Education Records maintained: The University shall maintain the following types of student records:
- Personally identifiable information that identifies each student enrolled in the University, such as full legal name, address, race, sex, date and place of birth, marriage status, name of spouse, name of parent or guardian.
- Descriptions of student academic status including grade level completed, grades, standardized test scores, and clinical evaluations of work competency and achievement.
- Scores on standardized intelligence and aptitude tests.
- Scores on standardized professional examination boards.
- Records of extracurricular activities.
- Health and immunization data.
- Criminal background checks
- Systematically gathered academic, clinical, and counseling ratings and observations that become part of the education record.
- Records relating to disciplinary actions/investigations.
- Retention and security of records:
- The University Registrar shall maintain relevant education records and any and all records maintained by University administration, with the exception of disciplinary, criminal records, and medical records, which shall be kept separately by the Dean of Students of the University.
- Security of all records shall be the responsibility of the Registrar, excepting those above-mentioned files kept by the Dean of Students for which they shall be responsible.
- With the exception of disciplinary records, which are permanently retained by the Dean of Students, all other education records are maintained in accordance with the University’s academic records retention policy.
- The Registrar and/or the Dean of Students may at any time deemed appropriate, review any and all records for which the individual official shall have responsibility. Such review shall be done to eliminate or amend those records that no longer have meaning in determining the educational accomplishments of the student or that may have been found to be inaccurate.
- Right to inspect and review education records:
- The University shall permit a student who is or has been in attendance at the institution to inspect and review their own education records. This right to inspect and review includes the right to a response from the University to reasonable requests for explanations and interpretations of the records.
- Students shall not be permitted to inspect and review the following records:
- Financial records and statements of their parents or any information contained therein.
- Confidential letters and confidential statements of recommendation that were placed in the education records of a student prior to January 1, 1975, provided that: (i) the letters and statements were solicited with a written assurance of confidentiality, or sent and retained with a documented understanding of confidentiality, and (ii) the letters and statements are used only for the purposes for which they were specifically intended.
- Confidential letters and confidential statements of recommendation placed in the education records of a student after January 1, 1975, respecting admission to the University, an application for employment, or the receipt of an honor or honorary recognition, provided that the student has waived in writing their right to inspect and review those letters and statements of recommendation. In the event of such a waiver: (i) the applicant or student shall be notified upon request of the names of all individuals providing the letters or statements; (ii) the letter or statements shall be used only for the purpose for which they were originally intended; and (iii) such waiver shall not be required by the University as a condition of admission to or receipt of any other service or benefit therefrom. Such a waiver may be revoked at any time with respect to any actions occurring after the revocation.
The procedure for inspection and review of records shall be as follows:
- A student desiring to inspect and review their records shall submit a written request directly to the person in charge of the desired records.
- Such request must specify the records requested.
- A request to inspect the desired records will be granted within a reasonable period of time, not exceeding 45 days after the request has been made.
- The student will be notified in writing as to when and where they may inspect the requested records.
- Inspection of records will be made in front of the responsible administrator or designee.
- A notation will be placed in the file each time it is inspected, stating the date of inspection, person inspecting, and reason for the inspection. In the case of transcript transmittal, a student must submit such request in writing and a notation shall be made on the file as to date and place sent.
- Please note that criminal information regarding a crime of violence, or a non-forcible sex offense, along with the results of any disciplinary hearing conducted by the University against the student who is the alleged perpetrator of the crime or offense will be included in that student’s record and that notification of the outcome of such disciplinary hearings will be provided to the alleged victim upon written request. If the alleged victim is deceased as a result of the crime or offense, the University will provide the results of the disciplinary hearing to the victim’s next of kin, if so requested.