The information below is also published in the Academic Catalog.
Student Records: Practices, Rights, and Privacy
On a regular basis, the Registrar of University of Lynchburg informs students about the Family Educational Rights and Privacy Act of 1974 (FERPA). This Act, with which the University complies fully, was designed to protect the privacy of education records, to establish the right of students to inspect and review their education records, and to provide guidelines for the correction of inaccurate or misleading data through informal and formal hearings. Students also have the right to file complaints with The Family Policy Compliance office, U.S. Department of Education, concerning alleged failures by the institution to comply with FERPA.
A student’s permanent record consists of the student’s University of Lynchburg academic transcript. Whether paper or electronic, a student’s academic transcript is safeguarded in perpetuity. Temporary records are the supportive records of an applicant’s or enrolled student’s progress and are kept in various offices whose functions dictate the record retention and disposal schedule. Temporary records include, but are not limited to, financial aid and billing records and disciplinary records.
FERPA protected student records are maintained primarily for educational purposes and are for the use of faculty and staff within the University who have a legitimate need. Information is not released outside the University without the written request or consent of the student, except for directory-type information as noted below, in accordance with the policies “Notification of Parents Concerning Student Discipline” and “Student Health or Safety Emergencies published in The Hornet student handbook, and as might be required by law. The health history record and other pertinent medical information submitted directly to the Student Health Service and maintained there are not available to any non-medical personnel.
Directory-type information such as name; whether a student resides in University housing; enrollment dates; full- or part-time status; degrees and major fields of study; awards and honors; anticipated graduation dates; past and present participation in officially recognized sports and activities; physical description; photographic or videotaped image may be released without consent to those who have a reasonable and legitimate need for the information. The institution also provides current student email addresses to contracted vendors who have been hired to perform the business of the university. Students who wish to prevent disclosure of directory information to persons other than parents or guardians outside the University may do so by completing the proper form at the Office of the Registrar.
Students may inspect certain portions of their education records within a reasonable time of presenting a request. Records not available for inspection by students may include student health records, employment records, alumni records, financial information submitted by parents, and confidential letters and recommendations associated with admission, employment or job placement, or honors for which the right of inspection and review has been waived.
Students who believe that their education records contain information that is inaccurate or misleading or is otherwise in violation of their privacy or other rights may discuss this with the Office of the Registrar for academic records or Community Expectations and Restorative Practices for other education records. When records are not amended as requested following such discussion, appeal may be made to other administrative offices of the University.
Those needing additional information or those wishing to complete forms to exercise any of the options outlined above may contact the Office of the Registrar concerning academic records or Community Expectations and Restorative Practices concerning other education records.
