Purpose
Each student has the right to access his or her educational records, with the exception of confidential letters of recommendation and the financial records of the student’s parents.
These rights include:
- The right to inspect educational records.
- The right to limit disclosures of personally identifiable information, subject to the disclosure exceptions described in this policy and applicable law.
- The right to request correction of educational records.
Policy and Procedures
XUSOVM applies the access, correction, consent, and confidentiality protections described in this policy and in Section V, subject to applicable law. These protections reflect Family Educational Rights and Privacy Act (FERPA) principles; references to FERPA do not determine its legal applicability to an individual record or location.
Student Access to Educational Records
Students have the right to inspect and review their educational records within forty-five (45) days of the University's receipt of a written request for access.
Students must submit a written request to the appropriate Dean identifying the records they wish to inspect. The Dean will notify the student of the time and location where the records may be reviewed.
Requests for Amendment of Educational Records
Students have the right to request correction or amendment of educational records that they believe are inaccurate.
Students should submit a written request to the appropriate Dean identifying the portion of the record to be corrected and specifying the reason the information is believed to be inaccurate.
If the University determines not to amend the record as requested, the student will be notified of the decision and informed of the right to request a hearing. Information regarding hearing procedures will be provided at that time.
Disclosure of Educational Records
Students may consent to disclosure of personally identifiable information in their educational records. Disclosure without consent is limited to the exceptions described in this handbook and permitted by applicable law.
One exception permits disclosure to school officials with legitimate educational interests.
A school official may include:
- A person employed by the University in an administrative, supervisory, academic, research, student services, or support position;
- Health services personnel;
- Campus security personnel;
- Contractors, consultants, attorneys, auditors, collection agents, or other individuals performing services on behalf of the University;
- Members of the Board of Trustees;
- Students serving on official committees such as the Promotions and Progress Review Committee, Grievance Committee, or similar committees; or
- Individuals assisting school officials in carrying out their professional responsibilities.
A school official has a legitimate educational interest if access to the educational record is necessary to fulfill professional responsibilities.
Upon request, the University may disclose educational records to officials of another institution in which a student seeks or intends to enroll.
Directory Information
The University may disclose the following directory information without prior student consent:
- Name
- Address
- Telephone number
- Date and place of birth
- Dates of attendance
- Honors and awards received
Students who do not wish to have directory information disclosed must submit written notification to the Registrar's Office.
A written restriction request must be filed with the Registrar using the designated record restriction form.
Scope
This policy applies to:
- Veterinary Medical Students
- Dean of Veterinary Medicine
- Dean of Student Affairs
- Registrar
- Course Chairs
- Faculty Members