Confidentiality Policy of Student Records

Statement on Policy
Saint Joseph's University collects and retains information and data about its students for specific purposes that facilitate the students' educational development. These facts and information are retained for designated periods of time. The University recognizes the rights of students in maintaining control over the information about themselves that may be disclosed. It recognizes also the educational mission of Saint Joseph's. The intention of this policy is to establish the proper balance between the students' rights and the University's need.

The University has an obligation to maintain its records in compliance with the Family Educational Rights and Privacy Act. It has a further obligation to notify students of the existence and location of records and to define the purposes for which information is obtained. The University must provide security for the disclosure of information. It must provide a challenge procedure and remove information that challenge proves inappropriate.

POLICY

No information from records, files and data directly related to a student (other than that which is considered public information) shall be disclosed to individuals or agencies outside the University without the consent of the student in writing, except as permitted by section 99.31 of the FERPA regulations. Information contained in such records may be shard within the University. Data and information originating at another institution will be subject to this policy.

The academic record is a complete history of students' academic endeavors. Except in the case of actual error or in the case of a determination made under "V. Record Challenge," no changes, alterations or editing may be done on the academic record.

II. PUBLIC INFORMATION

Students are entitled to request that any public information concerning themselves be withheld. Offices maintaining public information must inform students of the publication dates of any public information directory and offer a means for withholding such information.

For the purpose of its policy, the following is considered to be a part of the public record and may be released without prior consent of the student (except as stated above):

Name
Address (verification only)
Telephone (verification only)
Date and Place of Birth (verification only)
Major
Dates of attendance
Date of graduation
Degrees and Awards Received
Participation in officially recognized activities and sports
Weight and height of members of athletic teams

A. DISCLOSURE TO THE STUDENT

A student is given the right to inspect, in the presence of a designated staff member, official University records falling within the definition of "educational records" in section 99.3 of the FERPA regulations and subject to the limitations set forth in section 99.2, directly related to himself/herself, upon written request to the designated University officer. Such inspection and explanation of materials, data, and information must be granted within the 45 days subsequent to the request.

1. Academic Records

An academic record (from which transcripts are made) and a file are kept for each student. The academic record informs only on academic matters. A notice of disciplinary action, such as suspension and expulsion, which affects the student's academic status, will become part of the file, but will not be noted on the academic record. Notice of such action has been terminated; the notice will be destroyed at that time. Academic records are never destroyed; however, student files are destroyed five years after the student's last attendance.

University records will not reflect the political activities or political beliefs of students. Similarly, faculty and staff are advised to guard against the improper disclosure of information pertaining to the political beliefs and the improper disclosure of information pertaining to the political beliefs and association of students acquired in the course of their work as instructors, advisors, and counselors.

a. A student is entitled to a transcript of his academic record upon completion of the Request for Transcript form and payment of the required fee. A schedule of fees is et annually and published in the University catalogs. Any transcript issued to the student should the University catalogs. Any transcripts issued to the student should include the notification: "This transcript has been issued to the student and may be verified by mail."

b. A student has the right to inspect an account copy of his/her academic record (from which transcripts are made) and is entitled to an explanation of any information record on it. When the original is shown, examination should be permitted only under conditions which will prevent its alteration or mutilation.

c. Documents submitted by or for the student in support of his application for admission or for transfer credit should not be returned to the student, nor sent elsewhere at his request. For example, a transcript from another college or high school record should not be sent to a third institution. The student should request another transcript from the original institution. In exceptional cases, however, where another transcript is unobtainable, or can be secured only with the greatest difficulty (as is sometimes true with foreign records), copies may be prepared and released to prevent hardship to the student. The student should present a signed request.

Usually the copy, marked as a certified copy of what is in the student's file, should be released. In rare instances the original may be released and copy retained, with a notation to this effect being placed in the file.

B. DISCLOSURE TO THIRD PARTIES

Disclosure of information contained in student records is normally controlled by the student. Disclosures will be made to a third party only upon the written request of a student and only on the condition that the third party will not permit additional access by other persons. University officials who have a legitimate educational interest in the records are permitted to review them. A University official is a person:

employed by the university in administrative, supervisory, academic or reach, or support staff position.
employed by or under contract to the University to perform a special task, such as the attorney or auditor.

Legitimate educational interest includes:

to perform a task that is specified in his or her position description or by a contract agreement.
to perform a task related to a student's education.
to provide a service or benefit relating to the student or student's family such as health care, counseling, job placement or financial aid.

The contents of the official folder of a student should not be sent outside the Registrar's Office or other record's office except in circumstances specifically authorized by Registrar of the other records. Electronic access to the student records will be restricted to faculty and administrative officers or their delegates who have a legitimate interest in the material and demonstrate a need to know. A record will be kept of all electronic inquiries.

Please contact the office phone number 610-660-1011 or e-mail regi@sju.edu for further information or a copy of the Confidentiality Policy.