This policy meets the guidelines presented at AACRAO 4/17/90 by LeRoy S. Rooker, Director of the Family Policy & Regulations Office, U.S. Department of Education.
For the latest information, go to the U.S. Dept. Of Education FERPA website.
For additional information about FERPA at Southern see the following:
Southern's Academic Administration Parent Information Page
Southern's Academic Administration Faculty Information Page
For the purposes of this policy, Southern Adventist University has used the following definitions of terms.
Student - any person who attends or who has attended Southern Adventist University (under any of its names.)
Education records - any record (in handwriting, print, tapes, film, or other medium) maintained by Southern Adventist University or an agent of the University which is directly related to a student, except:
Students will be notified of their FERPA rights annually by publication in the official college catalog.
Students may inspect and review their education records upon request to the appropriate record custodian.
Students should submit to the record custodian or an appropriate SAU staff person a written request which identifies as precisely as possible the record or records he or she wishes to inspect.
The record custodian or appropriate SAU staff person will make the needed arrangements for access as promptly as possible and notify the student of the time and place where the records may be inspected. Access must be given in 45 days or less from the receipt of the request.
When a record contains information about more than one student, the student may inspect and review only the records which relate to him or her.
Southern Adventist University reserves the right to refuse to permit a student to inspect the following records:
Southern Adventist University reserves the right to deny transcripts or copies of records in the following situations:
The fee for copies of transcripts will be published annually in the catalog. Fees for copying other records will be no more than twenty-five cents per page.
The following is a list of the types of records that Southern Adventist University maintains, their locations, and their custodians.
Student Finance Office,
Southern Adventist Univesity will disclose information from a student's education records only with the written consent of the student, except:
1. To school officials who have a legitimate educational interest in the records.
A school official is:
A school official has a legitimate educational interest if the official is:
2. To officials of another school, upon request, in which a student seeks or intends to enroll.
3. To certain officials of the U.S. Department of Education, the Comptroller General, and state and local educational authorities, in connection with certain state or federally supported education programs.
4. In connection with a student's request for or receipt of financial aid, as necessary to determine the eligibility, amount or conditions of the financial aid, or to enforce the terms and conditions of the aid.
5. If required by a state law requiring disclosure that was adopted before November 19, 1974.
6. To organizations conducting certain studies for or on behalf of the College.
7. To accrediting organizations to carry out their functions.
8. To parents of an eligible student who claim the student as a dependent for income tax purposes.
9. To comply with a judicial order or a lawfully issued subpoena.
10. To appropriate parties in a health or safety emergency.
Southern Adventist University will maintain a record of all requests for and/or disclosure of information from a student's education records. The record will indicate the name of the party making the request, any additional party to whom it may be redisclosed, and the legitimate interest the party had in requesting or obtaining the information. The record may be reviewed by the eligible parents or eligible student.
Southern Adventist University designates the following items as Directory Information: Student name, address, telephone number; parents' name, address, telephone number; date and place of birth; major and minor fields of study, part-time or full-time status, degrees and awards received, previous schools attended and photograph. The University may disclose any of these items without prior written consent, unless notified in writing to the contrary. Such notification must be received within three school days of the official date of registration in order to ensure that directory information will not be included in university publications. The year of birth is to be used for identification purposes only.
Students have the right to ask to have records corrected that they believe are inaccurate, misleading, or in violation of their privacy rights. Following are the procedures for the correction of records.