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Disclosure of Student Records

Randolph-Macon College adheres to a policy of compliance with the Family Educational Rights and Privacy Act of 1974 as amended (Buckley Amendment) which became law on June 17, 1976 and has as its objective to insure the privacy of student records. As such, it is the policy of the College to (1) permit students to inspect their education record, (2) limit disclosure to others of personally identifiable information from education records without students’ prior written consent, and (3) provide students the opportunity to seek correction of their education records where appropriate. Anyone interested in reading the legislation may come to the Office of the Provost or the Dean of Students.

I. Definitions

A. A “Student” is any person for whom Randolph-Macon College maintains education records.

B. An “Education Record” is any record which contains information that is personally identifiable to a student and is maintained by the college. Education records include but are not limited to:

  • The academic record
  • Student health record
  • Student personnel folder
  • Placement information
  • Financial aid file
  • Disciplinary record

C. Exclusions – The following are not education records:

  • Records about students made by faculty and administrators for their own use and not shown to others
  • Campus safety records maintained solely for law enforcement purposes and maintained separately from the education records described above
  • Employment records except where a currently enrolled student is employed as a result of his or her status as a student
  • Records of a physician, psychologist, or other recognized professional or paraprofessional made or used only for treatment purposes and available only to persons providing treatment
  • Records that contain only information relating to a person’s activities after that person is no longer a student at the College

D. A “School Official” is a person employed by Randolph-Macon College in an administrative, supervisory, academic, research, or supportive staff position. This may include contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions.

II. Access to Records

A. Right of Access – A student may have access to his/her education records, except confidential letters of recommendation for which the student waived the right of access, and the financial records of the student’s parents.

B. A student must request access to the record in writing with the official responsible for maintaining the appropriate record.

C. Access will be permitted during the succeeding 45-day period of the request only in the presence of the official responsible for the record or his/her designee.

D. A student may request a hearing for the purpose of challenging the content of his/her records, to insure that the records are not inaccurate, misleading, or otherwise in violation of his/her privacy, and to provide an opportunity to correct or delete any inaccurate, misleading or otherwise inappropriate data. This hearing request must be filed in writing to the officer responsible for maintaining the appropriate record. The hearing shall take place before this officer not later than 30 days after the request is received. The officer shall see that the source of the material challenged has an opportunity to be heard, where appropriate. The officer shall subsequently make the decision on the challenge.

III. No Material in a Student’s Official Records Other Than “Directory Information” May be Released to Anyone Without the Written Consent of the Student.

A. The following categories have been designated directory information:

  • Name
  • Address
  • Telephone Number (on and/or off-campus)
  • Campus E-mail Address
  • Date and Place of Birth
  • Previous Institution(s) Attended
  • Current Enrollment Status (e.g. class standing-freshman)
  • Dates of Attendance
  • Major and/or Minor Fields of Study
  • Awards and Honors (e.g. Dean’s List)
  • Degrees Conferred (including date)
  • Full-Time or Part-Time Status
  • Participation in College Recognized Activities and Sports
  • Weight and Height of Athletic Team Members
  • Photograph or Videotaped Image

B. This information may be disclosed even in the absence of consent unless the student files written notice requesting the College not to disclose any or all of the categories within three weeks of the first day of the semester in which the student begins each school year. This notice must be filed annually within the above allotted time to avoid automatic disclosure of directory information. The notice should be filed with the Registrar’s Office.

C. Directory information may appear in public documents, on the Randolph-Macon website, or otherwise be disclosed without student consent unless the student objects as provided above.

D. The College will give annual public notice to students of the categories of information designated as directory information.

E. All requests for non-disclosure of directory information will be implemented as soon as publication schedules will reasonably allow.

F. The College will use its best efforts to maintain the confidentiality of those categories of directory information that a student properly requests not be publicly disclosed. The College, however, makes no representations, warranties, or guarantees that directory information designated for non-disclosure will not appear in public documents.

G. Prior consent is not required to release personally identifiable information if the disclosure is to the following:

  • To school officials whom the college has determined to have legitimate educational interests.
  • To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer
  • To authorized representatives of the U. S. Comptroller General, the U. S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the university’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§99.31(a)(3) and 99.35)
  • In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid
  • To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction.
  • To accrediting organizations to carry out their accrediting functions.
  • To parents of an eligible student if the student is a dependent for IRS tax purposes.
  • To comply with a judicial order or lawfully issued subpoena.
  • To appropriate officials in connection with a health or safety emergency.
  • Information the school has designated as “directory information.”
  • To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of §99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding.
  • To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her.
  • To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21.

H. No authorized release of records may occur when a student has outstanding financial obligations to Randolph-Macon College.

I. Grade reports including midterm reports of unsatisfactory progress are distributed to students through their MyMaconWeb accounts.