The Family Educational Rights and Privacy Act of 1974 (FERPA) (as amended), hereinafter referred to as the Act, protects the privacy of students attending schools that receive Federal funds. Access to academic and behavioral records is limited to students, dependent student parents, and authorized school officials. The Act states; a) that a written institutional policy must be established and b) that a statement of adopted procedures covering the privacy rights of students be made available.
No one outside the institution (subject to the exceptions listed below) shall have access to, nor will the institution disclose any information from independent students' education records, without the written consent of students.
The following exceptions are permitted under the Act: to certain officials of the University of Redlands (see below), to officials of other institutions in which students seek to enroll, to persons or organizations providing students financial aid, to accrediting agencies carrying out their accreditation function, to persons in compliance with a judicial order, to persons in an emergency in order to protect the health or safety of students or other persons, and in accordance with the Solomon Amendment.
Within the University of Redlands, only those officials, individually or collectively, acting in the students' legitimate educational interests are permitted access to student education records. A “legitimate educational interest” will be present if the school official needs to review an education record to fulfill the official’s professional responsibility.
"Disclosure" means to permit access to or the release, transfer or other communication of education records, or the personally identifiable information contained in those records, to any party, by any means, including oral, written or electronic means.
The University of Redlands maintains student records in compliance with the Act, which assures students and parents of their right to privacy of information. The University further complies with the California Education Code, sections 22509 through 22509.18, which state that the management of student records shall be a matter of Federal and State law and regulation.
The following is considered directory information and may be released or published without the student's consent:
Student name, date and place of birth; major field of study; dates of attendance; degrees, honor and awards received; most recent educational institution attended; campus address and telephone number and student assigned e-mail; home address and telephone number; cell phone number; participation in special academic programs; participation in recognized student activities; participation in officially recognized sports; class level, weight and height of athletic team members.
Students who wish directory information to be withheld from all individuals outside the University must sign a request to that effect in the Registrar's Office. Information and Instructions on how to restrict the release of Directory Information are below.
Confidential information is defined as any information contained in a student education record not included in "Directory Information" (see above). As stated above, the University of Redlands respects the privacy rights of all students. Students need to be aware that, under the Act, the University is permitted to disclose student education records to parents without the student’s specific consent if a student is a “dependent” (generally, by being designated as such on a parent’s federal tax form). Students or parents who wish for the University to exercise this permission should make a written request and submit proof of dependency to the Registrar’s Office.
The University will not release confidential information for independent students (students over the age of 23, or "independent" as defined by University of Redlands Financial Aid Policy) without written request of the student or as previously described.
An official transcript of a student's academic record is issued only upon the student's written, signed request. Transcripts submitted to the University of Redlands for admission or credit transfer become the property of the University of Redlands and cannot be returned to the student, copied or forwarded to other institutions.
The Act provides students with the right to inspect and review information contained in their education records, to challenge the contents of their education records, to have a hearing if the outcome of a challenge is unsatisfactory, and to submit explanatory statements for inclusion in their files if they feel the decisions of the hearing panels are unacceptable. Note: a) The Registrar coordinates the inspection and review procedures for student education records, which include admissions, personal, academic, and cooperative education records; b) the Financial Aid Officer coordinates the inspection and review procedures for financial aid files; c) the Office of Business and Finance coordinates the inspection and review procedures for financial and billing files.
Students wishing to review their education records must make written requests to the appropriate campus official listing the item or items of interest. Only records covered by the Act will be made available within forty-five days of the request. Students may have copies made of their records with certain exceptions (for example a copy of an academic record for which a financial "hold" exists, or a transcript of an original or source document which exists elsewhere). These copies will be made at the students' expense at prevailing rates which are listed in the catalog.
Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by University of Redlands to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C. 20202-5920