Randolph-Macon College adheres to a policy of compliance with the Family Educational
Rights and Privacy Act of 1974 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.
Anyone interested in reading the legislation may come to the Office of the Provost
or the Dean of Students.
A. A “Student” is any person for whom Randolph-Macon College maintains education
B. An “Education Record” is any record which contains information that is personally
identifiable to a student and is maintained by the college. Education records include
but are not limited to:
C. Exclusions – The following are not education records:
D. A “School Official” is a person employed by Randolph-Macon College in an administrative,
supervisory, academic, research, or supportive staff position. This may include
contractors, consultants, volunteers, or other parties to whom the school has outsourced
institutional services or functions.
II. Access to Records
A. 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.
B. A student must request access to the record in writing with the official responsible
for maintaining the appropriate record.
C. 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.
D. 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.
III. No material in a student’s official records other than “directory information”
may be released to anyone without the written consent of the student.
A. The following categories have been designated directory information:
3. Telephone Number (on and/or off-campus)
4. Campus E-mail Address
5. Date and Place of Birth
6. Previous Institution(s) Attended
7. Current Enrollment Status (e.g. class standing-freshman)
8. Dates of Attendance
9. Major and/or Minor Fields of Study
10. Awards and Honors (e.g. Dean’s List)
11. Degrees Conferred (including date)
12. Full-Time or Part-Time Status
13. Participation in College Recognized Activities and Sports
14. Weight and Height of Athletic Team Members
15. Photograph or Videotaped Image
B. This information may 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.
C. Directory information may appear in public documents, on the Randolph-Macon website,
or otherwise be disclosed without student consent unless the student objects as
D. The College will give annual public notice to students of the categories of information
designated as directory information.
E. All requests for non-disclosure of directory information will be implemented
as soon as publication schedules will reasonably allow.
F. 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
G. Prior consent is not required to release personally identifiable information
if the disclosure is to the following:
1. To school officials whom the college has determined to have legitimate educational
2. To officials of another school where the student seeks or intends to enroll,
or where the student is already enrolled if the disclosure is for purposes related
to the student’s enrollment or transfer
3. To authorized representatives of the U. S. Comptroller General, the U. S. Attorney
General, the U.S. Secretary of Education, or State and local educational authorities,
such as a State postsecondary authority that is responsible for supervising the
university’s State-supported education programs. Disclosures under this provision
may be made, subject to the requirements of §99.35, in connection with an audit
or evaluation of Federal- or State-supported education programs, or for the enforcement
of or compliance with Federal legal requirements that relate to those programs.
These entities may make further disclosures of PII to outside entities that are
designated by them as their authorized representatives to conduct any audit, evaluation,
or enforcement or compliance activity on their behalf. (§§99.31(a)(3) and 99.35)
4. In connection with financial aid for which the student has applied or which the
student has received, if the information is necessary to determine eligibility for
the aid, determine the amount of the aid, determine the conditions of the aid, or
enforce the terms and conditions of the aid
5. To organizations conducting studies for, or on behalf of, the school, in order
to: (a) develop, validate, or administer predictive tests; (b) administer student
aid programs; or (c) improve instruction.
6. To accrediting organizations to carry out their accrediting functions.
7. To parents of an eligible student if the student is a dependent for IRS tax purposes.
8. To comply with a judicial order or lawfully issued subpoena.
9. To appropriate officials in connection with a health or safety emergency.
10. Information the school has designated as “directory information.”
11. To a victim of an alleged perpetrator of a crime of violence or a non-forcible
sex offense, subject to the requirements of §99.39. The disclosure may only include
the final results of the disciplinary proceeding with respect to that alleged crime
or offense, regardless of the finding.
12. To the general public, the final results of a disciplinary proceeding, subject
to the requirements of §99.39, if the school determines the student is an alleged
perpetrator of a crime of violence or non-forcible sex offense and the student has
committed a violation of the school’s rules or policies with respect to the allegation
made against him or her.
13. To parents of a student regarding the student’s violation of any Federal, State,
or local law, or of any rule or policy of the school, governing the use or possession
of alcohol or a controlled substance if the school determines the student committed
a disciplinary violation and the student is under the age of 21.
H. No authorized release of records may occur when a student has outstanding financial
obligations to Randolph-Macon College.
I. Grade reports including midterm reports of unsatisfactory progress are distributed
to students through their MyMaconWeb accounts.