Concordia College

Definitions:

For the purposes of this policy, Concordia College has used the following definitions of terms. Student - any person who attends or has attended Concordia College.  Education records - any record (in handwriting, print, tapes, film or other medium) maintained by Concordia College or an agent of the college which is related to a student, except:

A personal record kept by a staff member if it is kept in the sole possession of the maker of the record and is not accessible or revealed to any other person except a temporary substitute for the maker of the record.

An employment record of an individual whose employment is not contingent on the fact that he or she is a student, provided the record is used only in relation to the individuals employment.

Records maintained by the Health Center if the records are used only for treatment of a student and made available only to those persona providing the treatment.

Alumni records which contain information about a student after he or she is no longer in attendance at the College and which do not relate to the person as a student.

Annual Notification

Students will be notified of their FERPA rights annually by mail.

Procedure To Inspect Education Records

Students may inspect and review their education records upon request to the appropriate record custodian. Students should submit to the record custodian or an appropriate College staff person a written request which identifies as precisely as possible the record or records he or she wishes to inspect. The record custodian or an appropriate College staff person will make the needed arrangements for access as promptly as possible and notify the student of the time and place where the records may be inspected. Access must be given in 45 days or less from the receipt of the request. When a record contains information about more than one student, the student may inspect and review only the records which relate to him/her.

Right of College to Refuse Access

Concordia College reserves the right to refuse to permit a student to inspect the following records: The financial statement of the student's parents. Letters and statements 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 Concordia College or a component unit of Concordia College if that application was denied. Those records which are excluded from the FERPA definition of education records.

Refusal to Provide Copies

Understanding that it cannot deny students access to their records, a college or university is required to describe the circumstances in which it may deny students a copy of their education records-including transcripts. The following are examples.

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

Fees for Copies of Records

The fee for copies will be $2.00 per page.

TYPES, LOCATIONS, AND CUSTODIANS OF EDUCATION RECORDS

DISCLOSURE OF EDUCATION RECORDS (Required)

1. To school official who have a legitimate educational interest in the records. A school official is:

-A person employed by the College in an administrative, supervisory, academic or research, or support staff position.
-A person elected to the Board of Trustees.
-A person employed by or under contract to the College to perform a special task, such as the attorney or auditor.

A school official has a legitimate educational interest if the official is:

-Performing a task that is specified in his or her position description or by a contract agreement
-Performing a task related to a student's education.
-Performing a task related to the discipline of a student.

2. To official of another school, upon request, in which a student seeks or intends to enroll.

3. To certain officials of the U.S. Department of Education, the Comptroller General, and state and local educational authorities, in connection with certain state or federally supported education programs.

4. In connection with a student's request for or receipt of financial aid, as necessary to determine the eligibility, amount or conditions of the financial aid, or to enforce the terms and conditions of the aid.

5. If required by a state law requiring disclosure that was adopted before November 19, 1974.

6. To organizations conducting certain studies for or on behalf of the university.

7. To accrediting organizations to carry out their functions.

8. To parents of an eligible student who claim the student as a dependent for income tax purposes.

9. To comply with a judicial order or a lawfully issued subpoena.

10. To appropriate parties in a health or safety emergency.

11. To an alleged victim of a crime of violence of the results of any institutional disciplinary proceeding against the alleged perpetrator of that crime with respect to that crime.

RECORD OF REQUESTS FOR DISCLOSURE (Required)

Concordia College will maintain a record of all requests for and/or disclosure of information from a student's education records. The record will indicate the name of the party making the request, any additional party to whom it may be redisclosed , and the legitimate interest the party had in requesting or obtaining the information. The record may be reviewed by the parents or eligible student.

DIRECTORY INFORMATION

Concordia College designated the following items as Directory Information: confirmation of enrollment or admittance; your name, home and campus address and phone number; verification of your signature; emailaddress; parents' names and addresses; date and place of birth; major and minor fields of study; classification; full/part-time status; participation in officially recognized activities and sports; weight and height of members of athletic teams; dates of attendance; degrees, honors and awards received; photograph; and the names and dates of attendance at other educational institutions.  The College may disclose any of those items without prior written consent, unless notified in writing to the contrary by the first day of fall semester classes.

CORRECTION OF EDUCATION RECORDS (Required)

Students have the right to ask to have records corrected that they believe are inaccurate, misleading, or in violation of their privacy rights. Following are the procedures for the correction of records:

1. A student must ask custodian of record at Concordia College to amend a record. In so doing, the student should identify the part of the record he/she wants changed and specify why he/she believe it is inaccurate, misleading or in violation of his or her privacy or other rights.

2. Concordia College may comply with the request or it may decide not to comply. If it decides not to comply, Concordia College will notify the student of the decision and advise him/her of his/her right to a hearing to challenge the information believed to be inaccurate, misleading, or in violation of the student's rights.

3. Upon request, Concordia College will arrange for a hearing, and notify the student, reasonably in advance, of the date, place, and time of the hearing.

4. The hearing will be conducted by a hearing officer who is a disinterested party; however, the hearing officer may be an official of the institution. The student shall be afforded a full and fair opportunity to present evidence relevant to the issues raised in the original request to amend the student's educations records. The student may be assisted by one or more individuals, including an attorney.

5. Concordia College 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 reasons for the decision.

6. If Concordia College 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/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 decision.

7. The statement will be maintained as part of the student's education records as long as the contested portion is maintained. If Concordia College discloses the contested portion of the record, it must also disclose the statement.

8. If Concordia College decides that the information is inaccurate, misleading, or in violation of the student's right of privacy, it will amend the record and has been amended.