St Marys Seminary Baltimore, MD SOT catalog 2019

Permanent Records Policy:
In addition to biographical information
(name, address, state or federally mandated
demographic data), St. Mary’s keeps the following
information on all students and it
becomes part of a student’s permanent academic
record:
a) admissions and other test scores;
b) diocese information (for seminarians);
c) recommendations (when required for
admission);
d) dates of application, acceptance, registration,
matriculation, withdrawal;
e) academic program(s) information at
St. Mary’s;
f) all coursework, with grades, status,
dates and grade point averages;
g) official transcripts from other institutions;
h) courses transferred for credit;
i) photograph of student ;
j) information about other language(s)
studied;
k) correspondence with St. Mary’s faculty
and administrators relating to student’s
program;
l) all information on theses;
m) comprehensive examinations and
examination scores;
n) information on degree(s) conferred ;
o) other pertinent documents and information
(withdrawal, transfer, leave of
absence, financial documents that pertain
to academic status, pastoral year,
dismissal etc.)
Any questions regarding St. Mary’s retention
policy should be directed to the University
Registrar. Retention Policy Booklet is available
upon request.
Restrictions are placed on the disclosure of
student records in compliance with the
Family Educational Rights and Privacy Act
(FERPA) and to protect the privacy rights of
individuals. These documents may be
inspected only by those faculty members or
administrators at St. Mary’s who have a legitimate
educational interest in seeing them.
Others may inspect these files or obtain
copies of information in a student’s record
only after the Registrar’s Office has received a
signed written request or permission form
from the student and the student has paid a
nominal fee, or as otherwise permitted or
required by law. No e-mail requests are
accepted. Transcripts will not be issued to any
student who has not fulfilled his or her financial
and/or library obligation to the institution.
St. Mary’s does not designate any student
information as “directory information” under
FERPA and therefore does not release personally
identifiable information from educational
records without written authorization
or as otherwise permitted or required by law.
Students are at liberty to inspect their own
academic files by making an appointment
with the Office of the University Registrar. By
submitting a letter of application to the
University Registrar, a student may 1) inspect
and review his or her records, and 2) petition
to seek amendment of records that the student
believes are inaccurate, misleading or
otherwise in violation of the student’s privacy
rights. No part of any record may be inspected
by the student without the express written
consent of the University Registrar.
Permission will be granted within a reasonable
time and in no case more than forty five
(45) days from the date of the receipt of a
written request for inspection. Any suspected
inaccuracies in any of St. Mary’s records
should be reported at once to the Office of
the University Registrar. Since each institution
is responsible for the accuracy of its own
files and for correcting them when necessary,
St. Mary’s will not amend academic documents
from other parties which may be in its
possession nor forward such records to third
parties. This includes documents such as transcripts
from other institutions sent to St.
Mary’s as part of the admissions process.
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