In accordance with the Family Educational Rights and Privacy Act, academic information about a student is not released unless written authorization is given by the student. However, the university may use its discretion to release directory information unless the student specifically requests otherwise. The following is designated as directory information: name, local and home address, local and home telephone number, email address, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards earned, most recent previous school attended, and photograph.
The complete policy on Privacy, Disclosure, and Access to Student Records is available below.
Graceland University Policy and Procedure
SUBJECT: Privacy, disclosure and access to student records.
PURPOSE: To comply with the Federal Educational Rights and Privacy Act (FERPA), and to delineate Graceland's policy for disclosure of, and access to, educational records.
POLICY AND PROCEDURE:
Student: A student is any person who attends or has attended Graceland University.
Directory Information: Graceland designates the following as directory information: name, local and home address, local and home telephone number, e-mail address, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards earned, most recent previous school attended, and photograph.
Graceland may disclose any of the above items without prior consent, unless notified in writing to the contrary prior to the start of classes each period of enrollment. Requests not related to office duties and functions are to be directed to the record custodian and/or the designated office for release of information.
Education records: any record (in handwriting, print, film, tapes, video, or other medium) maintained by Graceland or an agent of the University, which is directly related to a student, except the following:
Compliance: In accordance with Section 99.7 of the Family Education Rights and Privacy Act (FERPA) regulations to provide annual notification of students' FERPA rights, Graceland University includes such notification in the student handbook.
Access Of Education Records
Student's inspection of education records: Students may inspect and review their education records upon request to the appropriate record custodian. Students may be required to complete a written request identifying as precisely as possible the record or records he or she wishes to inspect. The record custodian 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. We will provide the copy as expeditiously as possible, but no later than 45 days from the receipt of the request. 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 refusal to inspect records: Graceland reserves the right to refuse to permit a student to inspect the following records:
Right to deny transcripts and copies of records: Graceland 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:
Fee for copies: The standard fee for copies will apply for any records made available in accordance with this policy.
Designated Record Custodians
The following positions are the designated record custodians for purposes of this policy:
|Types of Data||Record Custodian|
|Admissions Records for students prior to enrollment for all programs administered by the Lamoni campus||Vice President for Enrollment Management|
|Admissions Records before and following enrollment for all programs administered by the Independence campus||Dean, School of Nursing - Independence Campus|
|Admissions Records following enrollment for all programs administered by the Lamoni Campus||Vice President for Enrollment Management|
|Credential and Placement Records||Director of CAP Center|
|Cumulative Academic Records||Registrar|
|Discipline Records||Dean of Students|
|Employment Records for Students||Director of Human Resources|
|Financial Records for Students||Director of Student Finance|
|Director of Accounting Services|
|Health Records for Student - Lamoni||Director of Health Services|
|Health Records for Students in programs administered by Independence||Dean, School of Nursing - Independence|
|Progress Records, for courses in progress||Course Instructor|
|Progress Records, for degree in progress||Registrar|
|Miscellaneous Records||The appropriate official will collect such records, direct the student to their location, or otherwise make them available for inspection and review|
Disclosure Of Education Records
No written consent required: Directory information may be disclosed without prior consent of the student unless Graceland is notified in writing to the contrary prior to the start of classes. (See written consent required section below)
Written consent required: Graceland will disclose information from a student's educational records only with written consent of the student, except the following:
Record of requests for disclosure: Graceland University will maintain a record of all requests for and/or disclosure of non-directory information from a student's education records, other than a Graceland official with a legitimate educational interest. The record will indicate the name of the party making the request, any additional party to whom it may be redisclosed, and the legitimate interest the party had in requesting or obtaining the information. The record may be reviewed by the student, and/or parents of the student if the parents claim the student as a dependent for income tax purposes.
Correction Of Education Records
Student's right to request correction of records: Students have the right to request corrections of records they believe are inaccurate, misleading, or in violation of their privacy rights. Following are the procedures for the correction of records:
A student's request to amend a record must be directed to the designated record custodian. The student must identify the part of the record to be changed and specify why the information is inaccurate, misleading or in violation of the student's privacy or other rights. If the record custodian agrees with the request, the record will be changed.
If the record custodian believes that the information presented does not merit a change, the student will be notified of that decision and advised of the hearing process. If a hearing is requested the following steps will be followed:
Approved: March 20, 2001