General Policies
Responsible Office: Office of the Registrar
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Policy
1007: Student Records and Annual Notification General Policies Responsible Office: Office of the Registrar |
I. PURPOSE
The
Family
Educational Rights and Privacy Act (FERPA) of 1974 requires the
establishment of policies to safeguard student records and data. Longwood
student record policies comply fully with the Family Educational Rights and
Privacy Act (FERPA) of 1974, as amended, enacted as section 438 of the General
Education Provisions Act.
II. POLICY
The accumulation, processing, and maintenance of student data by the institution is limited to that information, including grades, which is necessary and relevant to the purposes of the University. Personal data of students will be used only for the purpose for which it is collected.
Student data, whenever possible, shall be collected directly from the student; every effort will be made to ensure its accuracy and security. It shall be the express responsibility of the student to notify the Office of Registration of any changes in status. Any student who initially or subsequently refuses to supply accurate and complete personal information, as is legally allowed, may jeopardize his/her current student status. Falsification of records with the intent to give untrue information is a violation of the Longwood Honor Code.
Longwood University designates the following categories of student information as public or "Directory Information." Such information MAY be disclosed by the institution at its discretion.
1. Directory information may include the student's name, local address, Longwood e-mail address, local telephone number, major field of study, classification, participation in officially- recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and dates of field experience. A student may inform the Office of Registration in writing that any or all directory information may not be released without prior written consent. A student who desires to restrict directory information from the public must complete the Student Directory Information Restriction form (available in the Registration Office) at the time of registration for the current academic year. Forms received after the last day to add a class for any semester, including summer, will not become effective until the following semester.
2. Information may be provided to the students themselves.
3. Information may be provided to authorized Longwood personnel (administrative officers, faculty, or their designees) who have legitimate educational interests as determined by the institution, such as instruction, advising or educational research, or in performance of other duties promoting necessary functions and management of Longwood as approved by the records access control officer.
4. Information may be provided to a third-party agency as expressly designated in writing by the student.
5. Information may be provided as required by judicial order or court subpoena, or as may be required or permitted by law.
6. Information may be provided in a situation of emergency in which the knowledge of confidential student information is necessary to protect the immediate health or safety
of a student or other persons.
7. Student arrest and charge information is classified as public information.
Under FERPA, Longwood is not required to provide prior notification to a student when responding to a Federal grand jury subpoena or other law enforcement subpoena, which specifies that the student not be informed of the existence of the subpoena.
In cooperation with the State Council of Higher Education for Virginia and its efforts to support assessment, Longwood University will provide student transcripts to any public high school or community college in Virginia, which the student has previously attended, or to any agency charged with the responsibility for collecting and/or analyzing data for the purpose of educational assessment for such a unit. The receiving agency will be charged with responsibility for protecting the student's right to privacy and for appropriate disposition of the records.
Eligible students are permitted to inspect and review educational records of which the student is the sole subject. Longwood policy regarding the inspection and disclosure of educational records is in compliance with the federal statute. To obtain a copy of the Family Rights and Privacy Act of 1974 (Section 438) or a copy of the University's policy on student records, contact the Office of Registration, Longwood, 201 High Street, Farmville, VA 23909.
Student access to all personal records shall be permitted within 45 days of a written request, during normal office hours. Students may also obtain copies of most parts of their records for a nominal fee. All records shall be available and in a form comprehensible to the student, except for:
1. Medical records which, upon written authorization, shall be submitted to a psychologist or physician designated by the student.
2. Confidential financial statements and records of parents as excluded by law.
3. Third-party confidential recommendations when such access has been waived by the student. Where a waiver has been given, parents, as well as students, are excluded from viewing such confidential information.
III. GENERAL
During normal office hours, Longwood shall provide an opportunity for a student with proper identification to challenge information believed to be inaccurate, incomplete, inappropriate or misleading. This can be done either in person or by mail. All personal data challenged by a student shall be investigated by the Vice President over the area where the data is being challenged. Completion of an investigation shall result in the following actions:
1. If Longwood concurs with the challenge, the student's records shall be amended or purged as appropriate; all previous record recipients shall be so notified by the institution.
2. If the investigation fails to resolve the dispute, the student shall be permitted to file a statement of not more than 200 words setting forth the student's position. Copies of the statement will be supplied, at the student's expense, to previous and subsequent recipients of the record in question.
3. If a student wishes to make an appeal of the decision, the student may do so in writing to the President of Longwood University.
4. The names, dates of access, and purposes of all persons or agencies other than appropriate Longwood personnel given access to a student's personal records shall be recorded and maintained. Student records are retained by the institution for at least one year after completion of work at the institution. Permanent academic records from which transcripts are derived are maintained indefinitely. A student may request and receive information concerning the record of access to official Longwood records filed under the student's name.
Inquiries concerning student records should be directed to the following departments. When applicable, schedules of fees for copies of these records are available from that office.
1. Academic Records/Transcripts - Office of Registration, Barlow Hall
2. Disciplinary Records - Office of Honor and Judicial Programs, Lancaster Hall
3. Financial Records - Office of Student Accounts, Lancaster Hall
4. Financial Aid Records - Office of Financial Aid, Lancaster Hall
5. Medical/Health Records - Office of Student Health, Graham Hall
6. Mental Health Records - Office of Counseling Services, Lancaster Hall
To comply with the provisions of the Family Educational Rights and Privacy Act of 1974 (as amended), Longwood University will not release education records or personally identifiable information contained therein without the student's written consent. Individuals seeking access to your records should include a copy of your written consent when requesting non-directory information.
Approved by the Board of Visitors, September 11, 2004.