FACULTY HANDBOOK July 2009 - Morgan State University

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PAGE 140 * Morgan State University Faculty HandbookIII.RIGHT OF ACCESSA. Right of AccessA particular student has a right to inspect and review the student's own educationrecords. When a record contains information about more than one student, aparticular student may inspect and review only the records that relate to thatparticular student.B. LimitationsThe University will not allow a student access to:(1) the financial statement of the student's parents;(2) records connected with an application for admission to theUniversity that was denied;(3) confidential letters of recommendation placed in the student's filebefore January 1, 1975, that were solicited with an assurance ofconfidentiality and are used only for the intended purpose, or lettersand statements of recommendation for which the student hasexecuted a waiver of access; or(4) records excluded from the definition of education records underSection II of this Policy or under federal law or regulation.C. Procedure(1) Request RequiredTo access education records, a student shall submit a written request to theRegistrar, Office of Records and Registration, Montebello Complex, AWing, Morgan State University, Cold Spring Lane and HIllen Road,Baltimore, Maryland 21251.(2) Form of RequestEach request for access to education records must contain the student'ssignature, include the student's social security number, and identify asprecisely as possible the record or records the student wishes to inspect.(3) University ResponseThe University will arrange for access as promptly as possible and notify thestudent of the time and place where the records may be inspected. Thestudent will be given access to the record within 45 days from the receipt ofthe request. In the usual case, arrangements will be made for a student toread the student's records in the presence of a staff member.4) Reproduction of RecordsA student ordinarily may obtain copies of the student's records by payingreproduction costs. The fee for photocopies is $.25 per page and there is nocharge for the search and retrieval of the records. No copies of anytranscripts in the student's records other than the student's current Universitytranscript will be provided. Official University transcripts with the MorganState University seal will be provided at a higher cost. A student who has anunpaid financial obligation to the University may not obtain a copy of thestudent's transcript or records concerning the student that are not educationrecords.
PAGE 141 * Morgan State University Faculty HandbookD. Types and Locations of Education Records Maintained at the UniversityThe following is a list of the types of records that the University maintains, theirlocations, and their custodians. Please note that all requests for access to recordsshould comply with the requirements of Section III-C (1 ) and (2) of this Policy andmust be initiated through the Office of Records and Registration.(1) Admissions Records: Applications and transcripts from institutionspreviously attended.a. Undergraduate: Director of Admissions, Montebello Complex.b. Graduate: Dean of Graduate Studies, Holmes Hall.(2) Registration Records: Ongoing academic and biographical records for allstudents.Registrar, Montebello Complex.(3) The Bursars Office: Accounts receivable, records of financial charges, andfinancial credits with the University for all students.Bursar, The Montebello Complex.(4) Residence Life Records: Students' housing recordsDirector of Residence Life, Harper-Tubman House.(5) Financial Aid Records: Financial aid applications, awards, and needsanalysis statements (but no student access to parents' confidentialstatements).a. Undergraduate: Director of Financial Aid, The Montebello Complex.b. Graduate School: Dean of Graduate Studies, Holmes Hall.(6) Judicial Affairs Records: Students' judicial and disciplinary records.Vice President of Student Affairs, Truth Hall.(7) Counseling Center Records: Biographical data, summaries ofconversations with students, test results. (Where records are made and usedonly for treatment purposes, they are not education records and are notsubject to this policy).Director of Counseling Center, Carter Grant Wilson Building.(8) Career Development Center Records: Recommendations, unofficialcopies of academic records.Director of Career Development Center, The Montebello Complex.(9) Miscellaneous Records: Various miscellaneous records kept by deans anddepartments.a. Dean, The Dean's office of each school.b. Department Chairperson, Departmental office.E. WaiverA student may waive the right of access to confidential recommendations in the
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FACULTY HANDBOOK July 2009 - Morgan State University

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