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(University Policies and Procedures, #4100)- Policy Intent
The university student record policy is intended to conform with all
state and federal statutes dealing with access of information held by
an educational institution on present and former students. The university student record policy is formulated to protect the privacy
of that student information which is maintained, and yet provide access
to student records for those having a legitimate purpose to view such
records. The regulations and procedures to ensure adequate protection
of the student are provided in this policy. - "Records" refers to those files and their contents that
are maintained by official units of the university. Generally, students
have the right to review any official record that the university maintains
on them. Generally, access to records by others, without student permission,
is limited to purposes of an educational nature. When access is permitted,
documents will be examined only under conditions that will prevent unauthorized
removal, alteration, or mutilation. Information to which the student does
not have access is limited to:
Financial records of parents or guardians; Confidential letters of recommendation received by the university
prior to January 1, 1975; Specific confidential letters of recommendation received by the
university on or after January 1, 1975 for which students have waived
their right to access; Medical-psychological records used in connection with treatment
of the student. Such records, however, can be reviewed by the physician
or psychologist of the student's choice; and Office of Public Safety and Human Resources Office records, when
utilized for internal purposes by those offices in their official
capacities.
- Only the following offices are authorized to release nondirectory information
upon written authorization of the student, subpoena, or court order: Office
of the University Registrar, Career Management Center, Controller's
Office, Financial Aid, and Vice President for Student Services. The non-directory
information that these offices are permitted to release includes, but
is not limited to, the following:
University Registrar: Admission Records, Cumulative Academic Records,
Veteran's Records, Transfer Records Career Management Center: Information necessary to gain or maintain
employment (part time, work/study, coop/internship, full time) Controller: Business Records (tuition, fees, etc.) Financial Aid: Financial Aid Records (scholarships, grants, etc.) Vice President for Student Services: Advising, Disciplinary, and
Student Organization Records
- Access to Student Records by the Student
A student has the right to inspect his or her record (as defined in
section I.C above) and is entitled to an explanation of any information
therein. Documents submitted to the university by or for the student will not
be returned to the student. Academic records received from other institutions
will not be sent to third parties external to the university or released
to the student. The student must request those records from the originating
institution. Official records and transcripts of the university (signature and/or
seal affixed) will be mailed directly to other institutions or agencies
at the student's request. Official records given directly to the
student will be clearly marked "Issued to Student." Should a student believe his or her record is incorrect, a written request
must be submitted to the appropriate university official indicating the
incorrect information and the information that should be entered. The
official will respond within 14 business days of the student's request.
- Access to Student Records by Others
- Disclosures Subject to Student Injunction
- Old Dominion University hereby designates the following information
as public directory information. Such information may be disclosed
by the institution at its discretion:
Name; Address; Telephone number; E-Mail Address; Date of birth; Gender; Major field of study; Participation in officially recognized activities; Weight and height of athletic team members; Dates of attendance; Degrees, honors and awards received; and The most previous educational institution attended.
Currently enrolled students may withhold disclosure of directory
information under the Family Educational Rights and Privacy Act of
1974. To withhold disclosure, written notification must be submitted
to the Office of the University Registrar to effect disclosure for
the same term. Final grades should not be posted in a public place. Students should
be referred to www.leoonline.odu.edu or (757) 683-6150 for displayed
or spoken grades. Confidential information is never released via telephone, regardless
of the caller. All other student information will be released only upon written
request of the student, except those instances cited below.
- Disclosure to Members of the University Community
Access to student records for administrative reasons for faculty
and administrative staff is permissible provided that such persons
are properly identified and can demonstrate a legitimate educational
interest in the material. Access for the purpose of research by faculty, administrative staff,
and graduate students is permissible when authorized by the department
head and the administrator of the office concerned. An authorization
form that also specifies conditions of confidentiality is provided
for this purpose. Information requested by student organizations of any kind will
be provided only when authorized by the vice president for student
services.
- Disclosure to Parents and Organizations Providing Financial
Support to the Student
Records may be released without prior student approval to a parent
or guardian on whom the student is financially dependent. Parents
or guardians must furnish federal tax records for the prior year which
demonstrate tax dependency to the Office of the University Registrar. Records may be released to organizations providing financial support
to a student upon official request and written waiver from the student.
- Disclosure to Other Educational Agencies and Organizations
Information may be released to another institution of learning, research
organization or accrediting body for legitimate educational reasons provided
that any data shall be protected in a manner that will not permit the
personal identification of the student by a third party. - Local, State and Federal Governmental Agencies
Government agencies are permitted access to student records only when
auditing, enforcing and/or evaluating sponsored programs. In such instances,
such data may not be given to a third party and will be destroyed when
no longer needed for audit, enforcement and/or evaluative purposes. - University-Affiliated Foundations and Organizations
Under very specific and clearly defined circumstances, university-affiliated
foundations or organizations may have access to student directory information
and may release this information to third-party vendors for purposes of
communicating with current and former students as well as parents about
benefits offered by the vendor. These circumstances may include, but are
not limited to, affinity partnerships between the Alumni Association and
the National Education Loan Network (NelNet), Geico Auto Insurance Company,
American Insurance Administrators, etc.
This information may be made available
to third-party vendors only when a formal request is made to and approved
by the university registrar, and only if the use and dissemination of
such information is consistent with university policies and procedures
and State and Federal laws and regulations, including the Federal Educational
Rights and Privacy Act (FERPA).
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