|| Human Resources and Director of Special Initiatives
|| Registrar’s Office
|| President’s Cabinet
|Date of Approval:
|| October 8, 2013
|Date of Last Revision:
|| September 10, 2013
|Next Review Date:
It is the policy of Heritage University to comply with the stated and implied requirements of the Family Educational Rights and Privacy Act (FERPA).
Reason for Policy/Purpose
The Family Educational Rights and Privacy Act of 1974 (FERPA) requires that institutions of higher education strictly protect the privacy rights of all students who are or have been in attendance. In practice, this means that information contained in the student’s educational record can be shared only with school officials who have a legitimate educational interest and/or a legitimate need to know such information to fulfill their professional responsibilities.
Who Needs to Know this Policy
All members of the Heritage University educational community including students, faculty, staff, contractors, or others who have access to or interest in the educational records of current or former students.
Website Address for this Policy
Associate Provost for Enrollment Management
Vice President for Student Affairs
Eligible Student: FERPA applies to any student who is 18 or older or who enrolls at an institution of higher education before their 18th birthday. This Heritage University policy applies only to those students who have been or are currently enrolled at the University.
Education Records: Records directly related to a student, including information related to financial aid and academic progress that are maintained by an educational agency or institution or by a party acting for the agency or institution. At Heritage this includes all official records created by faculty such as grades and comments on graded papers. Informal notes kept by a faculty member are not covered but should be shared only on a “need to know” basis.
School Officials: Those members of an institution who act in the student’s educational interest within the limitations of their “need to know.” The following people are defined as having a legitimate need for access to any educational record for students under their jurisdiction: the President and the Provost, Associate Vice President for Enrollment Management, the Dean of the College of Arts and Sciences, the Dean of the College of Education and Psychology, the Vice President of Student Affairs.
Legitimate Need to Know: For these purposes, “legitimate need to know” shall mean an educationally related purpose that has a directly identifiable educational relationship to the student involved.
Dependent Student: Those students whose parent (or guardian) can claim them as a dependent on their tax return. At Heritage University the dependent student status only applies to students under 18 years of age.
Directory Information: Personally identifiable information that is not generally considered harmful or an invasion of privacy if disclosed and therefore is not protected. Students have the right to restrict access to their directory information. Heritage University considers the following to be Directory Information.
- Name, address, telephone listing, electronic mail address
- Date and place of birth
- Participation in officially recognized activities
- Field of study
- Enrollment status (Full, part-Time, undergraduate, graduate)
- Degrees & awards received
- Dates of attendance
- Most recent previous school attended
- Grade level
Under FERPA, students have the following rights regarding their educational and financial records.
- The right to have their education and financial records protected with the exceptions noted below
- The right to access their own educational records kept by the school
- The right to know about the purpose, content, and location of information kept as a part of their educational records
- The right to require educational records be disclosed only with their consent.
- The right to opt-out of having Directory Information disclosed.
- The right to seek to amend educational records.
- The right to file complaints for improper disclosure of records
Exceptions to non-disclosure: Non-directory information can be disclosed without student consent to the following entities or for the following purposes:
- A school official with a legitimate educational interest or a legitimate need to know.
- Other schools to which a student is transferring.
- Appropriate parties in connection with financial aid to a student. This requires an agreement specifying how the information will be used and protected.
- Parent or guardian of dependent student under the age of 18. Heritage will not disclose non-directory information of dependent students who are 18 years old or older without written permission from the student.
- Organizations conducting certain studies for or on behalf of the school. This requires an agreement specifying how the information will be used and protected.
- To comply with a judicial order or subpoena.
- Law enforcement records.
- Student employment records.
- Medical records to appropriate officials in cases of health and safety emergencies.
- Directory information unless student opts-out. Student may not opt-out of disclosing information that is part of identification badges or information necessary for the conduct of instructional classes.
To be in compliance with the spirit of FERPA, Heritage University will observe the following procedures.
- Develop, maintain, and publish an easily available FERPA compliance policy (This policy).
- Provide an annual notification to students about their rights under FERPA.
- Publish a list of school officials with a legitimate educational interest in access to student information.
- Handle any disclosure about a student in a secure manner.
- Give students ample opportunity to request that the University not disclose their directory information.
- Seek the written permission of the student to allow disclosure of any educational or financial records except as noted under the exceptions listed above.
Authorization to Disclose Information from Education Records-Contact the Registrar
Directory Information Opt-Out Form-Contact the Registrar
Related Policies and Resources
Family Educational Rights and Privacy Act (FERPA)
Approved on 10/08/2013