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FERPA Policy

PRIVACY RIGHTS OF STUDENTS – FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT OF 1974

The Family Educational Rights and Privacy Act (FERPA) was executed in 1974 “to protect the privacy of education records, to establish the right of students to inspect and review their education records, and to provide guidelines for the correction of inaccurate and misleading data through informal and formal methods.”  In accordance with this legislation, Roosevelt University uses the following definition of terms:

Annual Notification:  Students will be notified annually of the FERPA rights annually in the Student Handbook and on the Roosevelt University website.

Directory Information:  Information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed.  Roosevelt University designates the following items as directory information:

  • Student’s Name
  • Address (local)
  • Email (Roosevelt)
  • Photographs
  • Major field(s) of study
  • Dates of attendance
  • Degrees awarded
  • Participation in officially recognized activities
  • Weight and height of athletes
  • Honors and award

Education Records: Any records directly related to a student and maintained by Roosevelt University or by a party acting for the institution.

FERPA:  Refers to the Family Educational Rights and Privacy Act of 1974

Health and Safety Emergency:  Roosevelt University may disclose personally identifiable information from an educational record to appropriate parties including parents of an eligible student, in connection with an emergency if knowledge of the information is necessary to protect the health or safety of the student or other individuals. 

Law Enforcement Unit:  Police officers and security guards officially authorized by Roosevelt University to enforce any local, state or federal law and maintain the physical security and safety of the institution. 

Non-disclosure/Opt Out/No release of Directory Information:  The requirement that Roosevelt University provides the opportunity for a student to refuse to let the institution release information designated as Directory Information.

Solomon Amendment:  This 1996 amendment requires postsecondary institutions to provide military recruiters upon request the following items including student name, addresses, telephone listings, age or year of birth, class level, academic major, degrees received and the most recent previous education institution in which the student was enrolled.

Student: A student is any individual who attends or has attended the University.

ANNUAL NOTIFICATION OF RIGHTS UNDER FERPA

The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution. The rights include:

  1. Roosevelt University students have the right to inspect and review their education records within 45 days after the day Roosevelt University receives a request for access.

    The student should submit, to the University Registrar, a written request using a ‘Request to Review Educational Records’ form accessed through www.roosevelt.edu/registrar/forms.  The student should identify as precisely as possible the record or records that he/she wishes to inspect.

    The University Registrar or an appropriate staff designee will make the needed arrangement for access and notify the student of the time and place where the records may be inspected.

    When a record contains information about more than one student, a student may inspect and review only the record that relates to him or her.

    If the Office of the Registrar does not maintain the record the office shall advise the student of the correct official to whom the request should be addressed.

  2. Roosevelt University students have the right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

    A student who wishes to ask the university to amend a record must make a written request to the University Registrar and clearly identify the part of the record the student wants changed, and specify the reason why it should be changed.

    In cases where the University decides not to amend the record as requested, the school will notify the student in writing of the decision and the student’s 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.

    Upon written request, Roosevelt University will arrange for a hearing and will notify the student, reasonably in advance, of the date, place, and time of the hearing.

    Roosevelt University will prepare a written decision based solely on the evidence presented at the hearing.  The decision will include a summary of the evidence presented and the reason for the decision.

    If Roosevelt University decides that the challenged information is not inaccurate, misleading or in violation of the student’s right of privacy, it will notify the student that he or she has a right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision.

    If Roosevelt University decides that the information is inaccurate, misleading or in violation of the student’s right of privacy, it will amend the record and notify the student, in writing, that the record has been amended.

  3. Roosevelt University students have the right to provide written consent before the university discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

    Roosevelt University discloses information from a student’s education records only with the written consent of the student, except in the event of requests from any of the individuals or organizations included in the following list:

    • To school officials with legitimate educational interests.  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 responsibilities for Roosevelt University.  A school official is a person employed by Roosevelt University in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff).  A contractor or other party to whom Roosevelt University outsources institutional services or functions may also be considered a school official (for example, an attorney, auditor, or collection agent).
    • To an elected member of the Board of Trustees of Roosevelt University
    • To a student serving on an official committee, such as a disciplinary or grievance committee
    • To officials of another school that a student intends or seeks to enroll in or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer
    • To authorized representatives of the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as State postsecondary authority responsible for supervising the university’s State-supported education programs. Disclosures under this provision may be made in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf.
    • In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid
    • To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction
    • To accrediting organizations to carry out accrediting functions
    • To comply with a judicial order or lawfully issued subpoena
    • To appropriate officials in connection with a health or safety emergency
    • When the disclosure is information that Roosevelt University has designated as “directory information”
    • To the student
    • To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21
    • To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding.
    • To the general public, the final results of a disciplinary proceeding if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex-offense and the student has committed a violation of Roosevelt University’s rules or policies with respect to the allegation made against him or her.
    • The disclosure concerns sex offenders and other individuals required to register under section I7OIO of the Violent Crime Control and Law Enforcement Act of 1994.

    Roosevelt University will maintain a record of all requests for, and/or disclosure of, information from a student’s education records. The records will indicate the name of the party making the request, any additional party to whom it may be re-disclosed, and the legitimate interest the party had in requesting or obtaining the information.

  4. Roosevelt University students have the right to opt out of disclosure of “Directory Information”.  Directory information may be released by the University without the consent of the student therefore students who do not want “directory information” to be disclosed must notify the Office of the Registrar by completing a “Request to Withhold Directory Information” form located at www.roosevelt.edu/registrar/forms. Roosevelt University designates the following items as directory information:

    • Student’s Name
    • Address (local)
    • Email (Roosevelt)
    • Photographs
    • Major field(s) of study
    • Dates of attendance
    • Degrees awarded
    • Participation in officially recognized activities
    • Weight and height of athletes
    • Honors and award

  5. Roosevelt University students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by Roosevelt University 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 Education
    400 Maryland Avenue, SW
    Washington, DC 20202

FERPA ANNUAL NOTICE ADDENDUM

As of January 3, 2012, the U.S. department of Education’s FERPA regulation expand the circumstances under which your education records and personally identifiable information (PII) contained in such records – including your Social Security Number, grades, or other private information – may be accessed without your consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities (“Federal and State Authorities”) may allow access to your records and PII without your consent to any third party designated by a Federal or State Authority to evaluate a federal- ore state-supported education program. The evaluation may relate to any program that is “principally engaged in the provision of education,” such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.

RECORD CUSTODIANS

This is a list of the types of records that the University maintains, their locations and their custodians:

TYPES LOCATION CUSTODIAN
Education Records
Financial Records
Disciplinary Records
Wabash Building, Room 1M12
Wabash Building, Room 1M19
Auditorium Building, Room 358
University Registrar
Student Accounts
Student Services

RIGHT OF UNIVERSITY TO REFUSE ACCESS

Roosevelt University reserves the right to refuse to permit a student to inspect the following records:

  • The financial statement of the student’s parent(s)
  • Letters and statement of recommendation for which the student has waived his or her right of access, or which were placed in file before January 1, 1975
  • Records connected with an application to attend Roosevelt University or a component unit of Roosevelt University if that application was denied
  • Those records which are excluded from the FERPA definition of education records

REFUSAL TO PROVIDE COPIES OF RECORDS

Roosevelt University reserves the right to deny transcripts or copies of records not required to be made available by FERPA in any of the following situations:

  • The student has an unpaid financial obligation to the University.
  • There is an unresolved disciplinary action against the student.

RELEASE OF EDUCATION RECORDS TO SPECIFIED THIRD PARTIES

Students may complete a form that authorizes Roosevelt University to release education records to third parties (e.g. parent, guardian, scholarship sponsor).  Students may choose to release academic information, financial aid information, and/or information related to their student account.  The Student Consent for Access to Education Records form is located at www.roosevelt.edu/FERPA   Completed forms are submitted to the Office of the Registrar. 

PROCEDURE FOR A RECORD VIOLATION

A student who believes there has been a violation of his or her FERPA rights by a faculty or staff member must submit the concern in writing, with details, to the University Registrar.

Updated: 7/15/2013