Student Records

CONFIDENTIALITY OF STUDENT RECORDS

Gallaudet University follows the requirements of the Family Education Rights and Privacy Act of 1974 (FERPA) regarding student records. FERPA affords students certain rights with respect to their educational records. They are:

• The right to inspect and review the student’s education records within 45 days of the day the University receives a request for access.
  Students should submit to the registrar, dean, head of academic department, or other appropriate official written requests that identify the record(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
• The right to request the amendment of a student’s educational records that the student believes is inaccurate or misleading, or otherwise in violation of the student’s privacy rights under FERPA.
  A student who wishes to ask the University to amend a record should write the University official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.
  If the University decides not to amend the record as requested, the University will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
• The right to provide written consent before the University discloses personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
  The University discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted as its agent to provide a service instead of using University employees or officials (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performance of his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
  Directory information (name, home address, local address, e-mail address, class, year, major, verification of enrollment, height and weight (athletics), degree(s) and awards received, photographs, and participation in officially recognized activities and sports) may be released to anyone upon request. Students who do not wish this information to be available may request in writing to have their names removed from the directory. Such requests should be made to the Registrar’s Office.
  The University must release official records upon subpoena or court order. The University will attempt to notify the student that the records are being released.
  Information from student records may be released to individuals or organizations providing financial aid for a student, or evaluating a student’s eligibility for financial aid.
  Upon request, the University also discloses educational records without consent to officials of another school in which a student seeks or intends to enroll.
  Information from student records may be released to parents who financially support a student (under IRS regulations).
• The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University 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, DC 20202-4605

INFORMATION INCLUDED AND EXCLUDED FROM STUDENT RECORDS

Only information directly related to the educational process is maintained in student records. Official student records do not include references to political or social beliefs and practices. Students may list memberships in professional associations, honorary societies, or student activities as part of their student records. Memberships in other organizations not listed by the student will not be included in student records.

Medical records, mental health records, and parents’ financial statements are not subject to this law. Such records are confidential and privileged and may not be reviewed or seen by anyone except as provided by applicable law of the District of Columbia and the Federal government.

LIST OF STUDENT RECORDS AND OFFICES RESPONSIBLE

The following list details student records at the University governed by requirement of the Family Educational Rights and Privacy Act (Buckley Amendment). Questions about these records should be directed to the University officials indicated. Locations, email addresses, and phone numbers are available in the campus employee directory at http://people.gallaudet.edu.

Academic Transcripts and Grade Listings

Office: Registrar’s Office
Official Responsible: Director of Registrar

Academic Support Units Files

Office: Academic Advising, Career Center, and Student Success
Official Responsible: Director of Student Success

Office: Office for Students with Disabilities and Tutorial Center
Official Responsible: Associate Provost, Student Success & Academic Quality

Disciplinary Records

Office: Office of Residence Life and Housing
Official Responsible: Director of Residence Life and Housing

Office: Office of Student Conduct
Official Responsible: Director of Student Conduct & Deputy Title IX Coordinator for Students

Campus Law Enforcement Records

Office: Department of Public Safety
Official Responsible: Director of Public Safety

Financial Aid Records

Office: Financial Aid Office
Official Responsible: Assistant Director of Financial Aid Office

Student Employment Records – Student Accounts

Office: Finance Office
Official Responsible: Manager of Student Financial Services

Student Insurance Information

Office: Student Health Services
Official Responsible: Director of Student Health Services

International Student Files

Office: Center for International Programs and Services
Official Responsible: International Student Specialist

Library Files (Regarding Money Owed)

Office: Gallaudet University Library
Official Responsible: Dean of Library