Disclosure of Student Records

Randolph-Macon College adheres to a policy of compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA) as amended (Buckley Amendment) which became law on June 17, 1976 and has as its objective to insure the privacy of student records. As such, it is the policy of the College to (1) permit students to inspect their education record, (2) limit disclosure to others of personally identifiable information from education records without students' prior written consent, and (3) provide students the opportunity to seek correction of their education records where appropriate.

1. Definitions
   1. "Student" is a person registered at Randolph-Macon College for the purposes of attending classes during the period of time such registration is maintained and for six months after active registration ceases or a degree is granted.
   2. "Education Records" include:
      1. the permanent record card (transcript)
      2. the permanent record folder
      3. student health record
      4. student personnel folder
      5. placement file
      6. financial aid file
   3. Exclusions - The following are not education records:
      1. grade books and grade reports of faculty members
      2. records about students made by faculty and administrators for their own use and not shown to others
      3. campus safety records maintained solely for law enforcement purposes and maintained separately from the education records described above
      4. employment records except where a currently enrolled student is employed as a result of his or her status as a student
      5. records of a physician, psychologist, or other recognized professional or paraprofessional made or used only for treatment purposes and available only to persons providing treatment
      6. records that contain only information relating to a person's activities after that person is no longer a student at the College
2. Access to Records
   1. Right of Access - A student may have access to his/her education records, except confidential letters of recommendation for which the student waived the right of access, and the financial records of the student's parents.
   2. A student must request access to the record in writing with the official responsible for maintaining the appropriate record.
   3. Access will be permitted during the succeeding 45-day period of the request only in the presence of the official responsible for the record or his/her designee.
   4. A student may request a hearing for the purpose of challenging the content of his/her records, to insure that the records are not inaccurate, misleading, or otherwise in violation of his/her privacy, and to provide an opportunity to correct or delete any inaccurate, misleading or otherwise inappropriate data. This hearing request must be filed in writing to the officer responsible for maintaining the appropriate record. The hearing shall take place before this officer not later than 30 days after the request is received. The officer shall see that the source of the material challenged has an opportunity to be heard, where appropriate. The officer shall subsequently make the decision on the challenge.
3. No material in a student's official records other than directory information may be released to anyone without the written consent of the student.
   1. The following categories have been designated directory information:
      1. name
      2. address
      3. telephone number (on and/or off-campus)
      4. date and place of birth
      5. major fields of study
      6. participation in officially recognized activities and sports
      7. weight and height of athletic team members
      8. dates of attendance
      9. degrees and awards received
      10. most recent educational institution attended
   2. This information will be disclosed even in the absence of consent unless the student files written notice requesting the College not to disclose any or all of the categories within three weeks of the first day of the semester in which the student begins each school year. This notice must be filed annually within the above allotted time to avoid automatic disclosure of directory information. The notice should be filed with the Registrar's Office.
   3. Directory information may appear in public documents, on the Randolph-Macon website, or otherwise be disclosed without student consent unless the student objects as provided above.
   4. The College will give annual public notice to students of the categories of information designated as directory information.
   5. All requests for non-disclosure of directory information will be implemented as soon as publication schedules will reasonably allow.
   6. The College will use its best efforts to maintain the confidentiality of those categories of directory information that a student properly requests not be publicly disclosed. The College, however, makes no representations, warranties, or guarantees that directory information designated for non-disclosure will not appear in public documents.
   7. Prior consent is not required to release personally identifiable information if the disclosure is to the following:
      1. college officials and faculty having legitimate educational interests
      2. officials of another school in which the student seeks to enroll
      3. parents of a dependent student as defined in Section 152 of the Internal Revenue Code
      4. (subject to conditions set forth in section 99.35) authorized representatives of the Comptroller General of the United States, the Secretary of HEW, the Commissioner of Education, the Director of the National Institute of Education, the Assistant Secretary for Education, or State education authorities
      5. in connection with financial aid applied for or received by a student, but only to the extent necessary for such purposes as determining eligibility, amount, conditions, and enforcement of terms and conditions
      6. state and local officials to which such information is specifically required to be reported by effective state law adopted prior to November 19, 1974
      7. organizations conducting educational studies for the purpose of developing, validating, or administering predictive tests, administering student aid programs, and improving instruction. The studies shall be conducted so as not to permit the personal identification of students to outsiders, and the information will be destroyed when no longer needed for these purposes
      8. Attorney General of U.S. or designee in response to ex parte orders in connection with the investigation or prosecution of terriorism crimes (subject to conditions set forth by section 507 of the USA Patriot Act)
   8. No authorized release of records may occur when a student has outstanding financial obligations to Randolph-Macon College.
   9. Grade reports, including midterm reports of unsatisfactory progress are distributed to students through MaconWeb accounts.
   10. Anyone interested in reading the legislation may come to the Office of the Provost or the Dean of Students.