Records Policy – FERPA, The Buckley Amendment
In 1974, Congress
enacted into law the Family Educational Records Privacy Act (FERPA).
This act sets out requirements of educational institutions to protect
the privacy of students and their records. Specifically, the act
governs access to education records maintained by educational
institutions and the release of information contained in those records.
The act gives students enrolled in postsecondary institutions
“ownership” and control of their educational records and in most
circumstances information in students’ educational records will not be
released without their written permission. Exceptions to the release
and sharing of information are specified in the following section.
Questions regarding FERPA should be directed to the Dean of Student
Development (SH 205).
General Principles Governing Use of Student Records
The following principles guide the professional staff of the University in the utilization of student records:
for records. Unless a demonstrable need for a record is established,
which is reasonable and justifiably related to the basic purposes and
necessities of the University, no record should be made or maintained.
In its relation with students, the University will consider
confidential communications and records. This policy ensures that
educational and counseling processes are carried forward in the most
effective possible manner. The obligation of confidentiality is relative
rather than absolute since there are considerations that can alter it.
This obligation may lapse when the common welfare of the individual
demands revelation, for example, in the case of suicidal preoccupation,
expressed homicidal thoughts, actions or similar cases. Likewise,
material which is already public or can easily become so is not bound by
of Information. The University may release information of a public or
directory nature without the student’s knowledge or consent on an
individual basis. Examples of public/directory information include the
student’s name; student’s home and campus address and telephone number;
dates of attendance at the University; enrollment status (full- or
part-time); major, degree earned, and age.
The acquisition and
dissemination of information for records is based on a respect and
concern for the privacy and protection of the individual student. All
persons handling records shall be advised of the confidential nature of
such information and their responsibilities in this regard. Evaluation
and interpretative information about a student shall only be interpreted
by a professional and qualified staff person.
In accordance with
FERPA, students may request that directory/public information not be
released. Students wishing to withhold directory information (see
section 3 above) must complete and submit a written request to the
Registrar by Tuesday, August 22, 2012. Forms for this purpose are
available in the Registrar’s Office and the Office of Student
Requests for public or
directory-type student data from agencies outside the University which
are not considered educational institutions shall be referred to the
student-faculty directory when deemed appropriate. The student-faculty
directory is the private property of Millikin University and will be
restricted as such. It will not be released to non-educational agencies
without permission of the Dean of Student Development or the University
Providing the following
student information or material is available, it may be released without
the student’s knowledge or consent on an individual basis.
from Prospective Employers - The University will respond to inquiries
for non-public or non-directory-type information only with the written
consent of the student involved. Information submitted by applicants to
the Career and Experiential Education Center is considered to be
confidential and will be released subject to conditions and stipulated
by the applicant and the Career and Experiential Education Center at the
time of registration.
from Other Educational Institutions - The University will send
transcripts to other educational institutions only with the written
consent of the student concerned. If a present or former student applies
for admission to another educational institution, the University may
provide the educational institution with requested disciplinary
information with the consent of the student.
c. Investigators Representing Private or Governmental Agencies
1. Unless an investigator has written authorization from the individual who
is the subject of an investigation, we will disclose only public
information about that individual. We require, therefore, that the
investigators obtain an authorization prior to visiting the University
for the purpose of investigating a student’s or former student’s
the investigator has written authorization or if there are questions of
interpretation, he should be referred to the Dean of Student
From Faculty Members – Faculty members may request information
contained in permanent academic records when needed in discharge of
their official duties. Faculty members may request confidential
information (1) with the student’s consent or (2) when they are mutually
involved with a counselor, dean or other authorized person concerning
about Organizational, Political, Racial or Religious Affiliation -
Organizational membership is not recorded in student records unless the
student expressly requests inclusion of such information, and this
information is released only if the student so requests. Information
relative to an individual’s race or creed may be provided under
circumstances directed by law.
Information about student views, beliefs and political associations
which professors acquire in the course of their work as instructors,
advisors and counselors should be confidential. Protection against
improper disclosure is a serious professional obligation. For the
purpose of communication with the University, student organizations are
required to provide the Director of Student Programs with the names of
the officers to whom communications are to be directed.
f. Academic Achievement – Academic eligibility of students being considered for
· admission or re-admission to the University,
· participation in intercollegiate athletics,
· membership in honor societies or for honors, awards or scholarships, and
for student government positions may be furnished to the individuals or
committee responsible for making such decisions. Students involved in
or seeking involvement in Greek social organizations may sign a consent
form permitting the organization to receive academic information for
eligibility requirements and chapter scholastic reports.
g. Research Information –
Researchers have the right to study human phenomena and the
responsibility to seek the cooperation of individuals and the University
in a manner which clearly respects the right of privacy and the
protection of anonymity. The confidentiality of the individual’s record
is paramount. When there is any doubt about the identity of the student
or the consent of the data being safeguarded, the person’s consent to
use it should be formally obtained.
NOTE: Any student whose name or address is changed must report such
changes to Telephone Services, Shilling 105, (217-424-5066) within five