Student Handbook - University of Dubuque

GENERAL INFORMATIONAccess to Student RecordsThe Family Educational Rights and Privacy Act of 1974 (FERPA) directs the University to limitaccess to student records. While this act limits accessibility, it also provides avenues for studentsand their parents to gain access to information. This law directs the University not to releaseinformation about a student to anyone other than those prescribed by law, unless he or she hasgiven written consent.FERPA affords students and parents of dependent students certain rights with respect to theireducation records. They are:1. The right to inspect and review the student’s education records within 45 days of the day theUniversity receives a request for access.2. The right to request the amendment of the student’s education records that the studentbelieves is inaccurate or misleading.3. The right to consent to disclosures of personally identifiable information contained in thestudent’s education records, except to the extent that FERPA authorizes disclosure withoutconsent.4. The right to refuse to let the institution disclose designated directory information.5. The right to file a complaint with the U.S. Department of Education concerning allegedfailures by the University to comply with the requirements of FERPA.In order to both comply with these regulations and to respond to the Seminary’s concern forstudent rights, the following information and procedures are set forth regarding the various typesof records kept at UDTS:Permanent File - These records are kept in the Registrar’s Office and are available to faculty andcertain administrators. They include the following from the application file unless a note in theapplication file indicates that a requirement was waived: application form, personal statement,prior transcripts, the student’s permanent academic record, all requests for late work, anydisciplinary actions taken by the institution in regard to the student, and letters and otherinformation that might be of further interest received by the student, the judicatory of care andother sources. Information considered confidential under the Family Educational Rights andPrivacy Act is not part of this file.Supervised Practice of Ministry File - These records are kept in the Office of Field Education.They include SPM placement records, grades, and summary evaluations, as well as Pulpit Supplyevaluations and notes from the churches. These files are destroyed one year after the studentgraduates from Seminary. Students may have their SPM evaluations after graduation. Studentsmay sign a waiver giving their faculty advisor access to their file for purposes of letters ofrecommendation.Financial Planning File - These records are kept in the Financial Planning Office. They containfinancial information gathered when a student requests financial aid.Student Files - There are files for students kept in the Dean’s Office with correspondence anddecisions regarding requests for leaves of absence and course extensions and disciplinary action.104