In
accordance with the Family Educational Rights and Privacy Act of 1974,
popularly known as the "Buckley Amendment" and carrying the acronym
"FERPA," PLU has adopted the following policies and procedures.
This policy was designed to protect the privacy of education records,
to establish the right of students to inspect and review their
education records, and to provide guidelines for the correction of
inaccurate or misleading data through informal and formal
hearings. This is a notice of students' basic rights under the
law, and explains certain procedures for PLU's full compliance with the
law.
Definitions:
Pacific Lutheran University uses the following definitions in this policy:
Student: any person who attends or has attended PLU.
Education Records: any record maintained by the university that is directly related to a student, with the following exceptions:
- Personal records maintained by university employees which are in the sole possession of the maker and are not accessible or revealed to any other person except a temporary substitute;
- Employment records unless the employment records are contingent on the fact that the employee is a student;
- Records maintained by Campus Safety solely for law enforcement purposes;
- Medical treatment records - records created and maintained by the Health Center and Counseling Center (health records may be reviewed by a physician or psychologist of the student's choosing). These are maintained under the provisions of the Washington Administrative Code.
- Pastoral counseling records maintained by the University Pastors; and
- Alumni records containing information about a student after he/she is no longer attending the university, and which do not relate to the person as a student.
Annual Notification to Parents of Students & Currently Enrolled Eligible Students:
Parents of students, and currently enrolled eligible students will be
notified of their FERPA rights annually by publication of the PLU FERPA
Policy in the Student Handbook. Notices of students' right of
review of the policy in the Office of Student Life may also appear in
the Schedule of Classes and the university Catalog.
Types, Locations, and Custodians of Education Records:
The following is a list of the types of education records that Pacific
Lutheran University maintains, their locations, and their custodians.
Admission and Academic Records
Registrar
Hauge Administration, 104
Records Coordinator
Disciplinary & Student Conduct Records
Student Involvement and Leadership
University Center, 153
Student Conduct Coordinator
Financial Aid Records
Student Services Center
Hauge Administration, 102
Files Coordinator
Physical/Learning Disability Records
Disability Support Services
Ramstad 106
Director/Disability Support Services
Progress and Advising Records
Faculty Office at each Academic Department/School, and
Office of Academic Advising, Career Development
Ramstad Commons, 111
Department Administrative Assistant/Advisor
Student Account Records
Student Services Center
Hauge Administration, 102
Files Coordinator
Procedure to Inspect Education Records:
Students may inspect and review their education records upon request to
the appropriate record custodian. Students should complete the
Request to Review Records form, available in the Student Services
Center, identifying as precisely as possible the records they wish to
inspect. The custodian will arrange for access as promptly as
possible and will notify the student of the time and place where the
records may be inspected and/or copied. Access will be allowed no
more than 45 days after receipt of the written request. When a
record contains information about more than one student, the student
may inspect and review only the records that relate to him or her.
Fees for Copies of Records:
The fee for an official transcript of the student's permanent academic
record is $5 per copy. The fee for copies of other education
records is $1per page.
Right of the University to Refuse Access:
Pacific Lutheran University reserves the right to refuse to permit a student to inspect the following records:
- The financial statement(s) of the student's parents.
- Letters and statements of recommendation for which the student has waived his or her right of access, or which were placed in the file before January 1, 1975.
- Records connected with an application to attend Pacific Lutheran University if that application was denied.
- Education records containing information about more than one student, in which case the university will permit access only to that part of the record that pertains to the inquiring student. (May seek release from other student(s) to reveal record.)
- Those records which are excluded from the FERPA definition of education records.
Right of the University to Refuse to Provide Copies:
Pacific Lutheran University reserves the right to deny official
transcripts and/or copies of other educational records (not required to
be made available under FERPA) if the student has an overdue financial
obligation to the university, or if there is an unresolved disciplinary
or academic dishonesty action against the student.
Disclosure of Education Records:
Pacific Lutheran University
will disclose to third parties information from a student's education
records only with the written consent of the student, except:
1. To school officials who have a legitimate educational interest in the records.
A school official is:
a. A person employed by the university in an administrative, supervisory, academic, research, support and staff position (including student safety officers and student workers);
b. A person elected to the Board of Regents;
c. A person employed by or under contract to the university to perform a special task, such as legal counsel or an auditor.
A school official has a legitimate educational interest if the official is:
a. Performing a task that is specific in his or her job description or by a contract agreement; or
b. Performing a task related to a student's education; or
c. Performing a task related to the discipline of a student; or
d. Providing a service or benefit relating to the student or student's family, such as health care, counseling, job placement, financial aid, or writing letters of recommendation.
2. To officials of another school, upon request, in which a student seeks or intends to enroll.
3. To certain officials of the US Department of Education, the
Comptroller General, and state and local educational authorities, in
connection with certain state or federally supported education
programs.
4. In connection with a student's request for or receipt of financial
aid, as necessary to determine the eligibility, amount, or conditions
of the financial aid, or to enforce the terms and conditions of the
aid.
5. If required by a state law requiring disclosure that was adopted before November 19, 1974.
6. To organizations conducting certain studies for or on behalf of the university.
7. To accrediting organizations to carry out their functions.
8. To parents who claim the student as a dependent for income tax purposes.
9. To comply with a judicial order or a lawfully issued subpoena.
10. To appropriate parties in a health or safety emergency.
11. To an alleged victim of any serious act of violence, disclosure
will be limited to the decision of any institutional disciplinary
proceeding against the alleged perpetrator.
Record of Requests for Disclosure:
Pacific Lutheran University will maintain a record of all requests for
and/or disclosure of information from a student's education
records. The record will indicate the name of the party making
the request, any additional party to whom it may be re-disclosed, and
the legitimate interest the party had in requesting or obtaining the
information. The parent(s) and/or eligible student may review
the record.
Directory Information:
Pacific Lutheran University has designated the following items as
directory information: student name, local and permanent addresses and
telephone numbers, E-mail address, date and place of birth,
participation in officially recognized activities and sports, weight
and height of members of athletic teams, dates of attendance, class
standing, previous educational agency or institution(s)
attended, major and minor fields of study, anticipated date of
graduation (if that has not yet occurred), and degree(s) and award(s)
conferred (including dates). The university may disclose any of
those items without prior written consent unless notified in writing to
the contrary to the Office of the Vice President for Student Life and Dean of Students by the last day of registration for any given academic
term at Pacific Lutheran University.
Correction of Education Records:
A student who believes that information contained in her/his education
records is inaccurate, misleading, or in violation of privacy rights
may request in writing that the office, which contains those records,
amend them. A student should identify the part of the record
she/he wants changed and specify why it is believed to be inaccurate,
misleading, or in violation of privacy rights.
That office will reach a decision and inform the student within a
reasonable amount of time after receiving the request. If the
records custodian refuses to amend the record, the student has the
right to a hearing. A hearing officer appointed by the Provost,
Vice President for Finance & Operations, or Vice President for Student Life and Dean of Students will conduct this hearing. The hearing
officer will be someone who does not have a direct interest in the
outcome of the hearing, but may be an official of the university.
The hearing will be held within a reasonable amount of time after it is
requested. The hearing officer will notify the student,
reasonably in advance, of the date, place, and time of the hearing.
The student will be afforded a full and fair opportunity to present
evidence relevant to the issue raised. One or more other persons,
including an attorney, may accompany the student. The hearing
officer will make a decision in writing based on the evidence presented
at the hearing. The decision will include a summary of the
evidence presented and the reasons for the decision. If the
hearing officer supports the complaint, the education record will be
amended accordingly, and the student will be so informed. If the
hearing officer decides not to amend the education record, a student
has the right to place in the education records a statement commenting
on the challenged information and/or stating the reasons for
disagreeing with the decision. This statement will be maintained
as part of the education record as long as the contested portion is
maintained, and whenever a copy of the education record is sent to any
party, the student's statement will be included.
Pacific Lutheran University's policy statement implementing FERPA is
maintained by, and available for review in the Office of the Vice
President for Student Life and Dean of Students, Hauge Administration
Building, Room 105. Students should address questions, concerns,
or problems to the Student Life Office. Students may file
complaints regarding alleged failure of the university to comply with
FERPA with The Family Policy Compliance Office, US Department of
Education, 600 Independence Avenue, SW, Washington, DC 20202-4605;
(202) 260-3887, FAX: (202) 260-9001.