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 Concordia College
Unit if the record is maintained solely for law enforcement
purposes, is revealed only to law enforcement agencies of
the same jurisdiction, and the Unit does not have access to
education records maintained by the college.
Records maintained by the Health Clinic 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 publication in the student handbook.
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.
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
(Note: With an 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. The following
are examples.)
Concordia College reserves the right to any
transcripts or copies of records not required to be made available
by the FERPA in any of the following situations:
The student lives within commuting distance of Concordia College.
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
| Types |
Locations |
Custodians |
| Admission Records |
Student Affairs Office,
Lorentzsen Hall |
VP for Student Affairs |
| Cumulative Academic
Records Registrar |
Registrar's Office,
Lorentzsen Hall |
Former students |
| Health Records |
Kjos Health Center |
Director, Health Services |
| Financial Records |
Business Office, Lorentzsen
Hall |
VP for Financial Affairs |
| Placement Records |
Placement Office, Academy
Hall |
Director |
| Progress Records |
Student Affairs Office,
Lorentzsen Hall |
Dean of Students |
| Progress Records |
Faculty Adviser |
Each Department |
| Disciplinary Records |
Student Affairs Office,
Lorentzsen Hall |
Dean of Students |
| Occasional Records |
The appropriate official
will collect |
The College staff |
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 an 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: student name, address, e-mail
address, telephone number, date, and place of birth, major
field of study, confirm current enrollment, full-time and
part-time status, class level, degrees conferred, participation
in officially recognized activities, and sports, weight and
height of members of athletic teams, dates of attendance,
degrees, and awards received, most recent previous school
attended, and photograph. 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.
