Disclosure of Academic Records

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.

Disclosure of Academic Records

Randolph-Macon College complies with the Family Educational Rights and Privacy Act of 1974, as amended (20 U.S.C. §1232g; 34 C.F.R. Part 99), which became law on June 17, 1976, to protect the privacy of student records. The College’s policy is to: (1) permit students to inspect their education records; (2) limit disclosure of personally identifiable information without students’ prior written consent, except as allowed by FERPA; and (3) provide students the opportunity to request correction of their records when appropriate.

I. Definitions

A. A “Student” is any person who is or has been in attendance at Randolph-Macon College and for whom the College maintains education records.

B. An “Education Record” is any record that is directly related to a student and is maintained by the College or by a party acting for the College. Education records include, but are not limited to:

  • The academic record
  • Student health record
  • Student personnel folder
  • Placement information
  • Financial aid file
  • Disciplinary record

C. Exclusions – The following are not education records:

  • Records made by faculty and administrators as personal notes, kept in the sole possession of the maker and not disclosed to others
  • Campus safety records maintained solely for law enforcement purposes and maintained separately from education records
  • Employment records, except where employment is contingent upon student status
  • Records of a physician, psychologist, or other recognized professional made or used only for treatment purposes and disclosed only to individuals providing treatment
  • Records that contain information relating exclusively to a person’s activities after that person is no longer a student at the College

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 performing institutional services or functions for which the College would otherwise use its own employees, provided that the party is under the direct control of the College with respect to the use and maintenance of education records.

II. Access to Records

A. Right of Access – A student may have access to their education records, except for confidential letters of recommendation for which the student waived the right of access and the financial records of the student’s parents.

B. Request for Access – A student must submit a written request to the official responsible for maintaining the record.

C. Timing and Conditions of Access – Access will be provided within 45 days of receipt of the request and may occur in the presence of the official responsible for the record or the official’s designee.

D. Amendment of Records – A student may request amendment of education records believed to be inaccurate, misleading, or otherwise in violation of privacy rights. The request must be submitted in writing to the official responsible for maintaining the record.

If the request is denied, the student shall be afforded a hearing. The hearing shall be conducted by a person or panel without a direct interest in the outcome. The student shall be given a written decision within a reasonable time. If the decision does not result in amendment, the student has the right to place a written statement in the record commenting on the contested information.

III. DISCLOSURE OF EDUCATION RECORDS

A. Directory Information

Randolph-Macon College designates the following as directory information:

  • Name
  • Address
  • Telephone number (on and/or off-campus)
  • Campus email address
  • Date and place of birth
  • Previous institution(s) attended
  • Enrollment status and student classification
  • Dates of attendance
  • Major and/or minor
  • Awards and honors (e.g. Dean’s List)
  • Degrees conferred (including date)
  • Full-or part-time status
  • Participation in recognized activities and sports
  • Height and weight of athletic team members
  • Photograph or video image

B. Opt-Out of Directory Information

Directory information may be disclosed without prior consent unless the student files written notice requesting non-disclosure. The notice should be filed with the Registrar’s Office. Students may request non-disclosure of directory information at any time. Requests apply prospectively and will be implemented as soon as reasonably practicable.

C. Public Disclosure

Directory information may appear in public documents or on College-managed websites unless the student has filed a non-disclosure request.

D. Annual Notice

The College will provide annual public notice to students of the categories of information designated as directory information.

E. Non-Disclosure Requests

 The College will take all reasonable steps to honor valid requests to withhold directory information. All such requests will be handled in accordance with FERPA requirements, and students’ education records will be protected as required by law.

F. Disclosures Without Consent

Prior consent is not required for disclosures permitted under FERPA, including but not limited to disclosures to:

  • School officials with legitimate educational interests
  • Officials of another institution where the student seeks or intends to enroll
  • Authorized federal, state, and local officials for audit or evaluation purposes
  • Parties in connection with financial aid
  • Organizations conducting studies on behalf of the College
  • Accrediting organizations
  • Parents of a dependent student, as defined by IRS regulations
  • Parties in response to a lawfully issued subpoena or court order
  • Appropriate officials in a health or safety emergency
  • Victims of crimes of violence or non-forcible sex offenses, as permitted by law
  • To the general public, the final results of a disciplinary proceeding may be disclosed if the College determines that the student is the alleged perpetrator of a crime of violence or a non-forcible sex offense and has been found in violation of the College’s rules or policies regarding the allegation, consistent with 34 C.F.R. §99.39.
  • Parents of students under age 21 for violations related to alcohol or controlled substances

G. Grade Distribution

Grade reports, including midterm reports of unsatisfactory progress, are distributed to students through their MyMaconWeb accounts.