Confidentiality of Student Records
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:
- The right to inspect and review the student’s education records within 45 days of the day Brandman University receives a request for access. Students should submit to the Campus Director or OneStop Services written requests that identify the record(s) they wish to inspect. The Campus Director or OneStop Services 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 Campus Director or OneStop Services, the student shall be advised of the correct official to whom the request should be addressed.
- The right to request the amendment of the student’s education records that the student believes are inaccurate. Students may ask Brandman University to amend a record that they believe is inaccurate. They should write the The Campus Director or OneStop Services, clearly identify the part of the record they want changed, and specify why it is inaccurate. If Brandman University decides not to amend the record as requested by the student, the student shall be notified of the decision and advised as to his or her 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 to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by Brandman University in an administrative, supervisory, academic or research, or support staff position (including law enforcement personnel and health staff); a person or company with whom Brandman University has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees/Regents; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate education interest if the official needs to review an education record in order to fulfill his or her professional responsibility. As allowed within FERPA guidelines, Brandman University may disclose education records without consent to officials of another school, upon request, in which a student seeks or intends to enroll.
- The right to file a complaint with the U. S. Department of Education concerning alleged failures by Brandman 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.
Release of student record information is generally not done at Brandman University without the expressed, written consent of the student. This includes release to parents or other significant others. As previously mentioned, there are however exceptions authorized by FERPA. For example, at its discretion Brandman University may release Directory Information without the student's consent. Directory Information is defined as that information which would not generally be considered harmful or an invasion of privacy if disclosed. Designated Directory Information at Brandman University includes the following: student name, permanent address, local address, temporary address, electronic mail address, telephone number, dates of attendance, degrees and awards received, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, theses & dissertation titles/topics, photograph, full-time/part-time status, most recent previous school attended, date and place of birth. Students may withhold Directory Information by notifying the Campus Director or OneStop Services in writing or by submission of a "Request for Non-Disclosure of Directory Information" form available in the Forms Center.
Please note three important details regarding placing a "No release" on your record:
- The University receives numerous inquiries for directory information from a variety of sources outside the institution, including friends, parents, relatives, prospective employers, the media, and others. Having a "No Release" on your record will preclude release of any directory information or acknowledgement you are a student, even to those people.
- A "No Release" applies to all elements of directory information on your record. Brandman University does not apply a "No Release" differentially to the various directory information data elements.
- A "No Release" request only pertains to release of directory information to those entities not falling within other exceptions authorized under FERPA, such as school officials.
Although the initial request must be filed during the first two weeks of the enrollment period, requests for non-disclosure will be honored by the University for no more than one academic year. Re-authorization to withhold Directory Information must be filed annually with the Campus Director or OneStop Services within the first two weeks of Session I of the fall semester.