Family Educational Rights and Privacy Act  (FERPA)

The University may disclose Directory Information about students. Directory Information includes:

• Student name
• Date and place of birth
• Address
• Electronic mail address
• Telephone number
• Photograph
• Major field of study
• Dates of attendance
• Enrollment status (full-time or part-time)
• Class level (freshman, sophomore, junior, senior, etc.)
• Degrees received
• Honors (including Dean’s list) and awards received
• Most recent previous educational agency or institution attended by the student
• Participation in officially recognized activities and sports
• Weight and height of members of athletic teams

Students wishing to opt out of the release of their Directory Information must notify the Office of the Registrar by submitting the Student Right to Privacy Release Form. Request for non-disclosure will be honored by the University for one year from the date of the submitted request; therefore, authorization to withhold Directory Information must be filed annually in the Office of the Registrar.

Educational Records are records that are directly related to a student and that are maintained by an educational agency or institution or a party acting for or on behalf of the agency or institution. These records include grades, transcripts, class lists, student course schedules, financial information and discipline files. The information may be recorded in any way, including handwriting, print, computer media, videotape, audiotape, film, microfilm, microfiche and e-mail.

Educational Records do not include:

• records of instructional, administrative, and educational personnel, which are the sole possession of the maker intended to aid with recollection and are not accessible or revealed to any individual except a temporary substitute
• records of the law enforcement unit
• student health records (health records, however, may be reviewed by a physician of the student's choosing)
• employment records
• alumni records

Access to Student Educational Records

The University maintains the confidentiality of student Educational Records, with some permissible exceptions. Students who are 18 years of age or attend a school beyond the high school level have rights under FERPA with respect to their own Educational Records. No one outside the institution may have access to nor disclose information from student Educational Records without the student’s written consent.

Exceptions

The University may disclose Educational Records, regardless of a request to withhold, for the following reasons:

• to personnel within the University who have a legitimate educational interest
• to officials of other institutions in which the student seeks to enroll
• to persons or organizations providing financial aid
• to accrediting organizations
• to comply with a judicial order or lawfully issued subpoena
• to persons in an emergency in order to protect the health and safety of the student or other persons.

Students who believe their Educational Records contain inaccurate or misleading information or their privacy rights have been violated may discuss their concerns informally with the Registrar. If the University decision is in agreement with the student's request, the appropriate records will be amended. If not, the student will be notified within a reasonable period of time that the records will not be amended; and the student will be informed by the Office of the Registrar of his or her rights to a formal hearing.  

A student may request a formal hearing in writing to the Office of Academic Affairs. Within a reasonable period of time after receiving such a request, Academic Affairs will inform the student of the date, place, and time of the hearing. A student may present evidence relevant to the issues raised and may be assisted or represented at the hearings by one or more persons of his or her choice, including attorneys, at the student's expense. The hearing panels which will adjudicate such challenges will be comprised of a representative from the Office of Academic Affairs, the Dean of Students, and the University Registrar. 

The decision of the hearing panels will be final, will be based solely on the evidence presented at the hearing, will consist of written statements summarizing the evidence and stating the reasons for the decisions, and will be delivered to all parties concerned. The Educational Records will be corrected or amended in accordance with the decision of the hearing panels. If the decision is unsatisfactory to the student, the student may add comments on the information in his or her records or statements setting forth any reasons for disagreeing with the hearing panel. The statements will be placed in the student’s Educational Records, maintained as part of his or her records, and released whenever the records in question are disclosed. 

Students who believe that the adjudications of their challenges were unfair, or not in keeping with the provisions of FERPA, may request in writing assistance from the President of Concordia University Chicago. Further, students who believe that their rights have been denied may file complaints with the U.S. Department of Education, Student Privacy Policy Office, Washington, DC 20202-8520, concerning the alleged failures of Concordia University Chicago to comply with FERPA.

A student has the right to inspect and review information contained in his or her Educational Records, correct inaccurate or misleading data, challenge the contents of those records, request a hearing if the outcome of the challenge is unsatisfactory, and to submit explanatory statements for inclusion in their files if they feel the decisions of the hearing panels are unacceptable.

The University Registrar has been designated by the University to coordinate the inspection and review procedures for academic, cooperative, education, and placement records. Students wishing to review Education Records must submit the FERPA Record Review Request form to the Office of the Registrar. Only forms completed in their entirety will be accepted and only records covered by FERPA will be made available within 45 days of the request.

The University may provide students with physical copies of their records with certain exceptions; e.g., the University will not release a copy of the academic record for which an administrative hold exists, a transcript whose original source is outside of the University, or any document whose original source exists elsewhere.

FERPA does not allow students the right to inspect or review the following records:

• financial information submitted by their parents/guardians
• confidential letters and recommendations associated with admissions
• employment or job placement
• honors to which they have waived their rights of inspection and review
• Educational Records containing information about more than one student (in which case the University will permit access only to that part of the record which pertains to the inquiring student)

Further, the University does not permit students to inspect and review confidential letters and recommendations placed in their files prior to January 1, 1975.