At its discretion the College may provide Directory Information in accordance with the provisions of the Act to include: Name, Local Address, Permanent Address, Name of Parent(s)/Guardian(s), Local Phone Number, Dates of Attendance, Degrees Earned, Dates of Degrees, Awards/Honors/Scholarships, Major, Sports and Activities, Height and Weight of Members of Athletic Teams, Adviser, Concentrations, Computer User Name. It should be known that it is the College's choice to release this information, and careful consideration is given to all requests to insure that the information is not released indiscriminately. A student may withhold Directory Information by notifying the Registrar's Office in writing within two weeks after the first day of class for the fall term.
Requests for non-disclosure will be honored by the institution for only one academic year; therefore, authorization to withhold Directory Information must be filed annually in the Registrar's Office.
A record of all disclosures will be maintained in the student record, except when the request is made by
(1) the eligible student
(2) a school official who has been determined to have a legitimate educational interest
(3) a party with written consent from the eligible student, or
(4) a party seeking directory information
The record of each disclosure will contain the name of the parties who have requested or received information and the legitimate interest the parties had in requesting or obtaining the information.
Access to Records
F.E.R.P.A. accords all the rights under the act to all students at the college. No one outside the institution shall have access to nor will the institution disclose any information from students' educational records without the written consent of students except to personnel within the institution with legitimate educational interest, to persons or organizations providing students financial aid, to accrediting agencies carrying out their accrediting function, and to persons in an emergency in order to protect the health or safety of students or other persons. Albion College will also release information to be in compliance with a judicial order; this release will occur
only after an attempt has been made to contact the student at the last known permanent address.
Under certain circumstances information will be released to parent(s)/guardian(s). Parents of freshmen and parents of students on academic probation are advised of mid-semester and semester final grade reports. A student may request that grades not be released to the parent(s)/guardian(s) by submitting written notification to the Registrar's Office. A representative of the College may communicate with parent(s)/guardian(s) relative to the following circumstances: discontinuance of enrollment, medical (including psychiatric) examinations required for the maintenance of enrollment as determined by the Dean of Students, alleged violation of a College regulation that will likely result in suspension or expulsion from the College if the student is found responsible; absence from the campus when there is reason to be concerned for the student's well-being because the student's whereabouts are unknown; academic or disciplinary probation; needed medical attention, the nature of which might jeopardize a student's ability to maintain the status of enrolled. Parent(s)/guardian(s) in these cases will be defined as the individual the student has recorded as the parent(s)/guardian(s) on the admissions application. A student may change this designation at any time at the Registrar's Office.
Within the Albion College community, only those members, individually or collectively, acting in a student's educational interest are allowed access to the student education records. Legitimate educational interest means (1) the information or records requested is relevant and necessary to accomplishment of some task or determination; and (2) the task or determination is an employment responsibility for the inquirer or is a properly assigned subject matter for the inquirer's employment responsibility. These members include Faculty, personnel in the Registrar's Office, Student Affairs Division, Chief Academic Officer's Office, President's Office, Enrollment Office, Personnel Office, Financial Aid Office, Accounting Office, Counseling Center, Career Development Office, Public Relations Office, Institutional Advancement, Campus Safety Office, program committees, scholarship committees and academic personnel. A listing of the types, locations and custodians of education records is attached.
The rights of this policy are extended to all students enrolling in Albion College after January 1, 1975.
FERPA Definition of Records
The Act defines education records as records, files, documents, and other recorded materials which contain information directly related to a student and which are maintained by Albion College or a person acting for the College. The term education record does not include records of instructional, supervisory and administrative personnel and educational personnel ancillary thereto that are in the sole possession of the maker thereof and which are not accessible or revealed to any other person except a substitute; records on a student who is 18 years of age or older that are created or maintained by a physician, psychiatrist, psychologist or other recognized professional or paraprofessional acting in a professional or paraprofessional capacity, or assisting in that capacity and in connection with the provision of treatment to the student, and are not available to anyone other than persons providing such treatment, provided, however, that such records can be personally reviewed by a physician or other appropriate professional of the student's choice; records of students as employees unless the employment results from the employee's status as a student; and alumni records.
Albion College Policy
The Family Educational Rights and Privacy Act of 1974 (the Act) is a Federal law which states the following:
(a) that a written institutional policy must be established and
(b) that a statement of adopted procedures covering the privacy rights of students be made available.
The Act provides that the institution will maintain the confidentiality of student educational records and access to them by students.