Saint Luke’s College of Health Sciences complies with Public Law No. 93-380, the Family Educational Rights and Privacy Act (FERPA) of 1974 as amended.
The College defines directory information as a student’s name, address, telephone number, date of birth, place of birth, class, dates of attendance, awards received, participation in officially recognized activities and the previous educational institutions attended. In general, personally identifiable information regarding a student will not be released by the College without the prior written consent of the student. However, the College may, for a valid reason, release directory information without the student’s consent. Forms authorizing the college to withhold all or part of this information are available in the registrar’s office and are given to all students once each year, during orientation. If a student wishes to withhold all or part of his or her directory information, this form must be completed and returned to the registrar by the third week of the fall or spring semester (whichever is the student’s first).
In accordance with this federal law, the institution has adopted policies and procedures governing the confidentiality of student educational records. No individual shall have access to, nor will the institution disclose any information from a student’s educational record without the prior written consent of the student or as otherwise authorized by FERPA. Permitted exceptions under the law include disclosure to college officials who have a legitimate educational interest, officials of other institutions in which a student seeks enrollment; representatives of agencies or organizations from which a student has received financial aid, and certain federal and state officials.
Educational records are maintained in the registrar’s office and copies of records are provided to academic advisors. Official transcripts are maintained in the registrar’s office and are, except as herein provided, released upon the student’s prior written request only.
Notification of Students Rights under FERPA
The Family Education Rights and Privacy Act (FERPA) afford students certain rights with respect to their education records. They are:
1. The right to inspect and review his or her education records within 45 days of the day the college receives a request for access. Students should submit written requests that identify the record(s) they wish to inspect to the registrar. The registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the registrar, the student shall be advised of the correct school official to whom the request should be addressed.
2. The right to request amendment of the student’s education records that the student believes are inaccurate or misleading. A formal request to have one’s record amended must be presented in writing to the registrar or the college official responsible for the record. The written request must state clearly the part of the record the student wants changed, and specify why it is inaccurate or misleading. If the college decides not to amend the record as requested by the student, the college will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with legitimate education interests. A school official is a person employed by the college in an administrative, supervisory academic, research or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the college has contracted (such as attorney, auditor or collection agent); a person service on the Board of Directors; or a student serving on an official committee such as a disciplinary or grievance committee or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
4. The right to file a complaint with the U. S. Department of Education concerning alleged failures by Saint Luke’s College of Health Sciences to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U. S. Department of Education600 Independence Ave., SW
Washington, DC 20202-4605
The text of Public Law 93-380 is available in the registrar’s office.
Inspection of Student Education Records
Students may inspect their education records by written request to the registrar’s office. The registrar’s office staff will make needed arrangement and notify the student of the time and place where their records can be reviewed.
Students who wish to amend a record should, in writing to the college official responsible for the record, identify the part of the record they want changed and specify why they believe it is inaccurate, misleading or in violation of their privacy. The college may comply with the request to amend the education record. If the decision is made not to comply, the student will be notified and advised of the right to complaint resolution.
Saint Luke's College Policy Number CO-018