FERPA

(Family Educational Rights and Privacy Act)

The college complies with the Family Educational Rights and Privacy Act (FERPA) of 1974.  In accordance with this federal law, the institution has adopted policies and procedures governing the confidentiality of student educational records. No individual shall have access to, nor will the institution disclose any information from, a student’s educational record without the written consent of the student or as otherwise authorized by FERPA.

Ecclesia College maintains compliance with the Family Educational Right and Privacy Act (FERPA—20 U.S.C. Sections 1232g; and implementing, 34 C.F.R. Section 99. 1 et seq.).  As required by this federal law, EC provides students the following rights:

1.     With certain exceptions, the right to inspect and review education records of the student;

These consist of the following records:
•         Financial Aid: financial aid records
•         Student Development: academic transcript; registration information; application for admission; high school transcript; college transfer work; test scores; work evaluations; letters of recommendation; activities list; general correspondence; disciplinary records; work records

The following records are exempt from FERPA regulations and may not be viewed by students:
Personal notes of faculty and staff; medical and counseling records used solely for treatment; financial records of parents; confidential statements of recommendation of admission placed in student files for which the right to inspect and review has been waived by the student.

Requests to review must be made separately, in writing, to each office that maintains them. Written requests must be given with reasonable advance notice (at least 24 hours). A fee is charged for reproducing copies of records.

2.     An opportunity to challenge such records on the grounds that they are inaccurate, misleading, or in violation of the student’s privacy or other rights. This right includes the right to a hearing to present evidence that the records should be changed if this institution decides not to alter the education records according to the student’s request;

3.     The right to prevent disclosures of education records to third parties with certain limited exceptions.  This protection involves obtaining written consent of a student before releasing personally identifiable data about the student from records other than a specified list of exceptions, such as an item of directory information of which the student has not refused to permit disclosure, or under the provisions of FERPA which allow disclosure without prior written consent.

Prior written consent from students is needed before records can be disclosed to third parties unless they are exempted from the law. Exemptions include releases:
a.     to faculty and staff with a legitimate educational “need to know”
b.    in accordance with a lawful subpoena or court order
c.     to representatives of agencies or organizations from which students have received financial assistance
d.    to others specifically exempted from prior consent requirements (including certain federal and state officials, accrediting organizations, etc.)
e.     to parents of dependent students (as determined by the Financial Aid Office). Examples of information that may be released include, but are not limited to the following: grades; withdrawal; emergencies; violations of college regulations
f.     to the INS (for international students only)
g.    in emergencies where the information is necessary to protect health and safety of the student or others
h.     Each student admitted to Ecclesia College gives written consent for educational information to be disclosed, as deemed necessary by the College, to the student’s home pastor and/or the student’s parents. Home pastors and/or parents may be contacted in cases where a student has violated regulations and home pastor and/or parental knowledge is deemed appropriate by the Student Development staff or required by written policy.

4.      The right to file a complaint with the Family Educational Rights and Privacy Act Office, Department of Education, 400 Maryland Avenue, S.W., Washington, D.C. 20202, concerning this institution’s alleged failure to comply with FERPA;

5.     The right to obtain a copy of the written institutional policy adopted by this institution in compliance with FERPA, from the EC President’s Office.

The college has designated certain information contained in the education records of its students as directory information for purposes of the Family Educational Rights and Privacy Act (FERPA).

The following information regarding students is considered directory information: (1) name, (2) address, including e-mail address, (3) telephone number (4) date and place of birth, (5) major field of study, (6) part- time/full time enrollment status (7) participation in officially recognized activities, (8) height and weight of members of athletic teams, (9) dates of attendance (including matriculation and withdrawal dates), (10) academic classification by year, (11) degrees and awards received, (12) the most recent previous educational agency or institution attended by the student, (13) student’s photograph, (14) small groups or care groups, (15) field assignments (stateside and/or  international), (16) residence hall cleaning assignments, (17) intercession groups, (18) work assignments, and (19) housing assignments.

This institution may disclose directory information for any purpose in its discretion, without the consent of a student.  Students have a right, however, to refuse to permit the designation of any or all of the above information as directory information.  In that case, this information will not be disclosed except with the consent of a student, or as otherwise allowed by FERPA.

Any student refusing to have any or all of the designated directory information disclosed must file written notification to this effect with this institution during regular business hours.  Forms for this purpose are available in the Student Development’ Office.  The written notification does not apply retroactively to previous releases of directory information. To prevent publication of directory information, written notification must be filed no later than the second week of classes during the fall or spring semester.

In the event a refusal is not filed, this institution assumes that a student does not object to the release of the directory information designated.

The law permits school officials (where legitimate “need to know” exists) to use information contained in the students’ education records for internal use, and under certain circumstances to provide it to others, including the use of this information in the event of an emergency. This information will not, however, be used in the College Directory, in public releases or be made available to the public without consent of the student.

Further information about education records and the process of obtaining access to records may be obtained in the Student Development’ Office.

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