WHO IS PROTECTED UNDER FERPA?

DISCLOSURE OF INFORMATION

CONFIDENTIAL INFORMATION

EDUCATIONAL RECORDS

The Family Educational Rights and Privacy Act of 1974 as Amended, also known as the Buckley Amendment, helps protect the privacy of student records. It is a federal law which requires that a written institutional policy must be adopted and that a statement of procedures covering the privacy rights of students must be made available.  The Act provides for the right to inspect and review educational records, the right to seek to amend those records and to limit disclosure of information from the records.  The Act applies to all institutions that are the recipients of federal funding.

In this regard, Providence College is committed to protecting, to the maximum extent possible, the right of privacy of all individuals about whom it holds information, records and files.  Access to, and release of, such records is restricted to the student concerned, to others with the student's written consent, to officials within the college, and to a court of competent jurisdiction and otherwise pursuant to law.

WHO IS PROTECTED UNDER FERPA?

Students who are currently enrolled in higher education institutions or were formerly enrolled regardless of their age or status in regard to parental dependency.  Students who have applied but have not attended the College are not.

Providence College accords all rights under FERPA to students who are declared to be dependent, subject only to exceptions permitted under the law, which include disclosure of information without consent of the student to personnel within the institution, to officials of other institutions at which the student seeks to enroll, to persons or organizations providing student financial aid, to accrediting agencies with which the college has contracted or must report to (such as the National Student Clearinghouse), to those to whom disclosure is required by a court order, and to persons responding to emergencies for the protection of the health or safety of the student or of other persons.


DISCLOSURE OF INFORMATION

DIRECTORY INFORMATION
Institutions may disclose information on a student without violating FERPA through what is  known as "directory information." Students may, to the extent permitted by FERPA, direct the College to withhold directory information by filing a notice in writing with the Office of Enrollment Services/ Academic Records during the Fall semester.  The nondisclosure request will be honored for that academic year only.

Directory information includes:
student's name
home/local address
home/local telephone number
E-Mail address
date and place of birth
major field of study
class year
participants in officially recognized activities and sports
height/weight of members of athletic teams
enrollment status (full, part or three-quarter time)
dates of attendance
degrees and awards received
previous educational institutions attended

CONFIDENTIAL INFORMATION
All personally identifiable information not included as directory information is confidential. That information includes the following:
name of the student's parent(s) or other family members
address of the student's family
a personal identifier, such as a social security number or student number
race/ethnicity
gender
a list of personal characteristics
academic evaluations and grades
transcripts and other academic records
scores on tests required for new students
student's class schedule

Under Providence College's FERPA policy, confidential information concerning a student's records may be released to the parent(s) of the student, or any other designated individual, only through written consent of the student.  Unauthorized disclosure of student information is a violation of federal law.  If the student wishes to have any information disclosed to parents or any other designated individual, a Release of Information Authorization Form must be filed with the Office of Enrollment Services/Academic Records, Harkins Hall 207, as soon as possible.  It is strongly recommended that the form be returned within two weeks of matriculation.  Once the appropriate written authorization by the student is received in this office, designated individuals may be informed of the student's status at Providence College. If at any time after submission of the form the student wishes to modify the list of individuals authorized to receive confidential information, a new authorization form must be completed and returned to the Office of Enrollment Services/Academic Records. This authorization release is binding upon the College and will remain in effect until withdrawn by the student.  This withdrawal must be in writing and submitted to the Office of Enrollment Services/Academic Records.

At Providence College all personal health records, psychological and physical, are treated as confidential to the full extent of the law.  Personal health records, i.e. those which are held at the Health Center, will be released upon written request of the student, but the information may be used by the college if a personal health concern arises pertaining to the student. However, these records may be subject to subpoena.  If the record is subpoenaed, the student will be notified of this subpoena prior to release.

Personal records kept in the Personal Counseling Center will only be released with the student's permission or if subpoenaed.  If they are released because of a subpoena, the student will be notified prior to this release.

EDUCATIONAL RECORDS

EDUCATIONAL RECORDS

With certain exceptions, a student has rights of access to those records which are directly related to him/her and which are maintained by the college.  Educational records include any records in the possession of an employee which are shared with or accessible to another individual.  These records can be in any media: handwriting, print, type, film, microfilm, electronic, etc.  At Providence College, the records covered by FERPA include: the student's application for admission; high school and/or previous college transcript: SAT scores; correspondence with our Office of Admission; documents pertaining to grade reports, dates of attendance, approval of leaves of absence, withdrawals, dismissals; correspondence with the Dean's Office.