The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. The rights of a student are to:
Inspect and review their education records within 45 days when the School receives a request for access.
Students should submit to the Registrar written requests that identify the record(s) they wish to inspect. The Registrar will arrange 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 School official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
Students may have copies of their records with certain exceptions (e.g., a copy of the academic record for which a financial “hold" exists, or a transcript of an original or source document that exists elsewhere). These copies would be made at the student’s expense at prevailing rates.
Educational records do not include records of instructional, administrative, and educational personnel that are the sole possession of their makers and are not accessible or revealed to any individual, except a temporary substitute, records of a law enforcement unit, student health records, or alumni/ae records. Students may, however, request the release of their health records to a physician of their choosing.
Request the amendment of the education records that the student believes is inaccurate or misleading.
Students may ask the School to amend a record that they believe is inaccurate or misleading. They should write the Registrar, clearly identify the part of the record they want to have changed, and specify why it is inaccurate or misleading. If the decisions are in agreement with the students' requests, the appropriate records will be amended. If the School decides not to amend the record as requested by the student, the School will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment.
Student requests for a formal hearing must be made in writing to the Academic Vice-President/Dean who, within a reasonable period of time after receiving such requests, will inform students of the date, place, and time of the hearings. Students may present evidence relevant to the issues raised and may be assisted or represented at the hearings by one or more persons of their choice, including attorneys, at the students' expense. The hearing panel, which will adjudicate such challenges, will be the Academic Vice-President/Dean's committee.
Decisions of the hearing panel will be final, will be based solely on the evidence presented at the hearing, will consist of written statements summarizing the evidence and stating the reasons for the decisions, and will be delivered to all parties concerned. The educational records will be corrected or amended in accordance with the decisions of the hearing panel if the decisions are in favor of the student. If the decisions are unsatisfactory to the student, the student may place with the educational records statements commenting on the information in the records or statements setting forth any reasons for disagreeing with the decisions of the hearing panel. The statements will be placed in the educational records maintained as part of the student’s records and released whenever the records in question are disclosed.
Students who believe that the adjudication of their challenges were unfair or not in keeping with the provisions of the Act may request, in writing, assistance from the President of the institution to aid them in filing complaints with The Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington, D.C. 20202-4605.
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 that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the School in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the School has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; a student serving on an official committee, such as a disciplinary or grievance committee, or assisting a school official in performing his/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. Financial aid records are also open to federal program review personnel, Federal Bureau of Investigation personnel, and Immigration and Naturalization Service personnel.
The following is considered directory information at The Iliff School of Theology: student’s name, address, email address, telephone number, date of birth, degree program or area of study, honors, awards, photo, class standing, denomination and denominational conference, dates of enrollment, degrees conferred, dates of conferral, graduation distinctions, and the institution attended immediately prior to admission.
Revisions and clarifications will be published as experience with the law and the institution's policy warrants.