Student Records Policy | Capital University
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Student Records Policy

  • STUDENT RECORDS (FERPA) POLICY (1994) 

    Consistent with the federal Family Education Rights and Privacy Act (FERPA), as amended, Capital University recognizes certain rights of eligible students, parents of dependent students and parents of students under 18 years of age regarding students' educational records, as provided in this policy.

    I. DEFINITIONS

    A. "Educational Record" means any record maintained by the University that is directly related to an enrolled student, except: 

    1. a personal record made by a University employee or agent which was made as a personal memory aid and is in the sole possession of the person who made it;
    2. a record relating solely to an individual as an alumnus/a after the individual no longer attends or participates in an education activity for which the University awards a grade or credit;
    3. medical and counseling records used solely for treatment, provided such records may be reviewed by a physician or other appropriate professional of the student's choice;
    4. financial records of parents;
    5. confidential letters and statements of recommendation for admission, employment or other recognition for which students have voluntarily waived their right of access.

    B. "Eligible Student" means an individual who is or was enrolled as a student of the University and regarding whom the University maintains educational records. Applicants who are not admitted as students are not eligible students.

    C. "Parent" means the natural and adoptive parents of students under the age of 18 or of students who are "dependents" under the Internal Revenue Code. When the parents of a dependent student are separated or divorced, the University will accord the rights under this policy to each parent unless provided with a court order or legally binding document revoking such rights.

    D. “Legitimate Educational Interest" means the demonstrated need to know by those officials of the University who act in the student's educational interest, including faculty, administration, clerical and professional employees, and other persons who manage student record information.

    E. "Directory Information" means information so designated by the University which reasonably would not be considered harmful or an invasion of privacy if disclosed, including a student's name, address (local and home), telephone number (local and home), date and place of birth, participation in officially recognized activities and sports, weight and height-of members of athletic teams, major field of study, dates of attendance, and degrees, awards and academic recognitions.

    II. RIGHTS OF ELIGIBLE STUDENTS AND PARENTS

    Eligible students and parents have a right:

    A. to inspect and review the student's educational records maintained by the University. The University is not required to furnish copies of such records unless they are unreasonably difficult to inspect personally, in which case the University reserves the right to charge a reasonable fee for such copies.

    B. to request in writing that the University correct educational records believed to be inaccurate or misleading. If the records custodian refuses, the student or parent may request a review by the provost or appropriate vice president after which, if University still refuses, the student or parent has a right to place a statement in the student's record commenting on the contested information. The right to challenge grades does not apply under this policy unless the assigned grade was inaccurately recorded. 

    III. GENERAL RULES OF NON-DISCLOSURE; EXCEPTIONS.

    A. Generally the University must have written permission from an eligible student or parent before releasing personally identifiable information from a student's educational record. However, the University may disclose without prior consent:

    1. relevant information to University employees having a legitimate educational interest;
    2. educational records to parents of a student under 18 or of a student who is a dependent as defined in the Internal Revenue Code;
    3. relevant information to appropriate parties in connection with determining eligibility, amount, conditions or enforcement of financial aid to student;
    4. relevant information to accrediting organizations to carry out accrediting functions;
    5. relevant information as required to comply with a judicial order or lawfully issued subpoena;
    6. relevant information to persons with need to know in health or safety emergencies;
    7. results of disciplinary proceedings to victims of the charged offense;
    8. directory information.

    B. A student may request that the University not release directory information by completing and signing the appropriate form provided by the Office of Communication Services.

    IV. CUSTODIANS OF EDUCATIONAL RECORDS.

    Student records are maintained by the following University offices which are subject to the terms of this policy, including record-keeping requirements. Each custodial office is restricted to providing only the information over which it has primary responsibility. Information properly provided may be accompanied by explanatory material whenever its meaning or interpretation is not readily apparent to potential users.

    CUSTODIANS OF EDUCATIONAL RECORDS
    Type of Record
     Location  Custodian
     Admissions/Financial Aid  Yochum Hall  Directors
     Centers for Lifelong Learning
     Columbus Center  Renner Hall  Director
     Cleveland Center  1320 Sumner Court, Cleveland, OH 44115 Director
     Dayton Center  333 W. 1st St., Suite 130, Dayton, OH 45402 Director
     Arts and Sciences  Learning Center  Dean
     Acad Achievement Center Learning Center  Director
     Career Services  Campus Center  Director
     Conservatory of Music  Leonard Hall Dean
     Cumulative Academic Yochum Hall  Registrar
     Disciplinary  Campus Center  Dean, Student Services
     Financial Yochum Hall   Director, Finance Office
     School of Management Renner Hall Dean
     Health  Health Clinic  Director, Clinic
     International Education Renner Hall Director
     Law School  303 E. Broad St., Columbus, OH 43215  Registrar, Dean
     Non-Disclosure Requests  Yochum Hall  Registrar
     Nursing  Battelle Hall  Dean
     Security  Security office  Coordinator of Security
     Teacher Placement Renner Hall  Chair, Education Dept.

    V. RECORD OF DISCLOSURES

    When personally identifiable information other than directory information is disclosed without the student's prior consent, the appropriate records custodian will keep a record of the disclosure, including the name and legitimate interest of the parties requesting and obtaining the information.

    VI. POLICY IMPLEMENTATION

    The provost, in consultation with university counsel, serves as FERPA coordinator responsible for resolution of questions arising under this policy. Copies of this policy are available upon request to students and parents from the offices of the University registrar, dean of Student Services, registrar of the Law school, and directors of the Centers for Lifelong Learning in Dayton and Cleveland. Annual notice of this policy shall be provided to current students and parents, including a statement of how a copy of the policy may be obtained. Students having questions or concerns regarding this policy may contact the provost or university counsel. A complaint alleging a violation of FERPA may be filed with the US Department of Education.