Students will be notified of their FERPA rights annually by publication in the Student Handbook, in the University’s catalogs, and in the course schedules.
|PROCEDURE NUMBER: 410.10.01E||OFFICE OF THE REGISTRAR||ISSUE/EFFECTIVE DATE: Fall 1995 Revised: July, 2012||PROCEDURE: FERPA Policy|
The Family Educational Rights and Privacy Act (FERPA) is federal legislation passed in 1974 which established guidelines governing the way educational institutions maintain and supervise student records. The law (also known as the “Buckley Amendment”) requires the University to notify students and parents annually on how we comply with the law’s requirements. The law is intended to assure students access to their official records; to provide a means of review should a student question the accuracy of a record; to assure that these records are used for legitimate educational purposes; and to control the release of records. The law permits the release of records without the prior consent of the student to appropriate University personnel and, if the student is claimed as a financial dependent on either parent’s most recent federal income tax return, to parents as well as other circumstances as set forth in the law.
For further information on FERPA, visit Monmouth University’s Office of the General Counsel.
The following FERPA forms are accessible from the WEBstudent menu by selecting “e-FORMS.” Once completed online, the student is to electronically submit the form(s) to the Office of the Registrar for processing.
FORMS: FERPA – Student Release
If a student exercises his/her right to waive privacy under FERPA, the waiver will not expire unless the student provides signed written notice to do so.
For the purposes of this policy, Monmouth University has used the following definitions of terms:
Any person who attends or has attended Monmouth University
Any record (in handwriting, print, tapes, film, or other medium) maintained by Monmouth University or an agent of the University which is directly related to a student, except:
|Students will be notified of their FERPA rights annually by publication in the Student Handbook, in the University’s catalogs, and in the course schedules.|
PROCEDURE TO INSPECT EDUCATION RECORDS
|Students may inspect and review their education records upon request to the appropriate record custodian.Students should submit to the record custodian or an appropriate University staff person a written request that identifies as precisely as possible the record or records he or she wishes to inspect.
The record custodian or an appropriate University staff person 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. The law states that access must be given in 45 days or less from the receipt of the request.
RIGHT OF THE UNIVERSITY TO REFUSE ACCESS
|Monmouth University reserves the right to refuse to permit a student to inspect the following records:The financial statements of the student’s parents, letters and statements of recommendation for which the student has waived his or her right of access, or which were placed in a file before January 1, 1975, records connected with an application to attend Monmouth University if that application was denied, and other records which are excluded from the FERPA definition of education records.|
REFUSAL TO PROVIDE COPIES
|Monmouth University reserves the right to deny transcripts or copies of records required to be made available by FERPA in any of the following situations:if the student has an unpaid financial obligation to the University and/or there is an unresolved disciplinary action against the student.|
FEES FOR COPIES OF RECORDS
|The fee for copies will be 20 cents per page.|
TYPES, LOCATIONS, AND CUSTODIANS OF EDUCATION RECORDS
|The following is a list of the types of records that the University maintains, their locations, and their custodians.|
|Admission Records (current students only)||Wilson Hall, Rm. 208, Office of the Registrar||Registrar, Office of the Registrar|
|Advising Records – Freshmen Only||Center for Student Success (CSS), Student Center||Dean of the Center for Student Success and Academic Advising|
|Advising Records – Non-freshman||Department/Faculty Office in each Department||Academic Advisor or Department Chair|
|Cumulative Academic Records (all students)||Wilson Hall, Rm. 208, Office of the Registrar||Registrar, Office of the Registrar|
|Disciplinary Records||Student Services, Student Center||Vice President for Student and Community Services|
|Financial Records||Bursar’s Office, Wilson Hall||Bursar|
|Financial Aid Records||Financial Aid Office, Wilson Hall||Director of Financial Aid|
|Grade Ledgers||Faculty Offices in each Department||Individual instructors|
|Health Records||Health Center, University Place||Director, Health Services|
|Occasional Records (Student education records not listed here, such as minutes of faculty meetings, copies of correspondence, etc.)||The appropriate official will collect such records, direct the student to their location, or otherwise make them available for inspection and review.||The University staff who maintains such occasional records.|
|Placement Records||Career Services, Student Center||Assistant Dean for Career Services|
|Student Employment Records||Office of Student Employment, Student Center||Assistant Director of Human Resources for Student Employment|
DISCLOSURE OF EDUCATION RECORDS
|Monmouth University will disclose information from a student’s education records only with the written consent of the student or with the completion of theappropriate Monmouth University e-FORM submitted online to the Office of the Registrar, except:
To Monmouth University officials who have a legitimate educational interest in the records.
A school official has a legitimate educational interest if the official is:
To officials of another school, upon request, in which a student seeks or intends to enroll. Monmouth University will forward such records upon written request.
RECORDS OF REQUESTS FOR DISCLOSURE
|Monmouth University will maintain a record of requests for and/or disclosure of information from a student’s education records. The record will indicate thename of the party making the request, any additional party to whom it may be disclosed, and the legitimate interest the party had in requesting or obtaining the information. The record may be reviewed by the eligible student.|
|Monmouth University designates the following items as directory information:
Registered credits for the current term,
Major field of study,
Participation in recognized activities and sports,
Biographical data for public relations purposes,
Dates of attendance at Monmouth University,
Degree and awards received at Monmouth University, Most recent previous educational institution attended,
Photographs of student,
Official Student E-mail Address, and
Student I.D. Number.The University may disclose any of those items without prior written consent of the student unless the student states in writing to the contrary thathe/she does not want his/her directory information released. This request should be submitted using the FERPA Do Not Disclose form which is accessible from WEBstudent. Student requests to keep directory information confidential are permanent and therefore will remain in effect unless rescinded by the student.
Students have the right to ask to have records corrected that they believe are inaccurate, misleading, or in violation of their privacy rights.
Following are the procedures for the correction of records:
Students must request in writing that the appropriate official of Monmouth University amend records. In so doing, students should identify the part of therecord they want changed and specify why they believe it is inaccurate, misleading, or in violation of their privacy or other rights.