Chapter 6: Appendix
APPENDIX K. Miami
University Policy Concerning Student Records
PART I. University
Guidelines Governing Student Records
SECTION 06K.101 Guidelines
06K.101.A. No record shall be made or retained unless there is a demonstrable
need for it that is reasonably related to the basic purposes and necessities of
the University. Duplication of records shall be kept at a minimum.
06K.101.B. The University shall not make or retain records of a student's
religious or political beliefs without his or her knowledge and consent.
06K.101.C. The student shall have the right to inspect disciplinary reports
and evaluations of his or her conduct, except letters of recommendation or other
evaluations that are necessarily prepared on a confidential basis. He or she shall
have the right to know about, to discuss with professional staff members, and
to challenge the content of evaluations which were not requested by him or her
and which are placed in his or her file.
06K.101.D. All policies and practices dealing with the acquisition of
information for records shall be formulated with due regard for the student's
right of privacy.
06K.101.E. Every record containing information about a student's character
shall state when the information was acquired and the name and position of the
person who gave it.
06K.101.F. Evaluation of students shall be made only by professional
staff members.
06K.101.G. All persons who handle confidential records shall be instructed
concerning the confidential nature of such information and concerning their responsibilities
regarding it.
06K.101.H. No one outside the faculty or administrative staff of Miami
University may have access to any portion of a student's record without permission
of the student except as noted below. If student authorization is not given, the
information should be released only on court order or subpoena. If a subpoena
is served, the student whose record is being subpoenaed will be notified and that
subpoena will be referred to the institution's legal counsel.
06K.101.I. All policies governing the maintenance and the selective release
of records and portions of records shall be made public in an appropriate manner.
PART
II. Practices Governing Student Records in the Division of Academic Affairs
SECTION
06K.201 Office of the Registrar: Recorded Information
06K.201.A. Kinds of information collected and recorded
- Legal Name
- Social Security number and Selective Service number
- Date/place of birth
- Sex
- Race
- Citizenship (country)
- Home address and telephone number
- Residency
- Parent's or guardian's name, address, and telephone number
- Local address and telephone
- Application for admission
- High school transcript
- Miami academic record
- Transcripts from other colleges and universities
- Academic division and major, student classification
- ACT/SAT scores
- Disciplinary actions taken by Student Affairs Office
- Academic actions (academic probation, suspension, dismissal)
- Results of academic petitions
- Past and current registrations
- Transcript evaluations
- Correspondence related to the student's academic record
06K.201.B. The information listed is collected and recorded in the Office
of the Registrar. Items 1, 2, 4, 7, 8, 10, 11, 12, 13, 15, 18, 19, 20, 21, and
22 are also held in the academic divisions. If a student changes divisions, such
information is forwarded to the student's new division.
SECTION 06K.202 Office
of the Registrar: Release of information
06K.202.A. Disclosure to the student
202.A.1. A student is entitled to an official transcript of his or her academic
record upon written request. Such transcript will be labeled "Issued to Student." A
student is entitled to access to other records in his or her file in accordance
with the Family Education Rights and Privacy Act of 1974.
202.A.2. A student has the right to inspect his or her academic record and is
entitled to an explanation of any information recorded on it.
202.A.3. Documents submitted by or for the student in support of his or her
application for admission or for transfer credit will not be returned to the student,
nor sent elsewhere at his or her request.
06K.202.B. Disclosure to faculty and administrative officers of the University
Faculty and administrative officers of the institution who have a legitimate
educational interest in a student's record and demonstrate a need to know may
be permitted to look over the academic record of a student under supervision of
a staff member.
06K.202.C. Disclosure to parents, educational institutions, and agencies
202.C.1. Transcripts or grade reports may be released to parents or guardians
without prior approval from the student in accordance with the provisions of the
Family Education Rights and Privacy Act of 1974.
202.C.2. A request for a transcript or other academic information from another
institution of learning indicating the reason therefore may be honored as a matter
of institutional courtesy and the student will be notified of such release.
202.C.3. Requests from a philanthropic organization supporting a student will
be honored without prior approval of the student.
202.C.4. Requests from research organizations making statistical studies may
be honored without prior approval of the student provided no information revealing
the student's name is to be published.
06K.202.D. Disclosure to government agencies
202.D.1. Properly identified representatives from federal, state, or local government
may be given the following information if expressly requested under supervision
of a staff member.
a. Verification of date and place of birth
b. School or division of enrollment and class
c. Dates of enrollment and current enrollment
d. Degree(s) earned, if any, date, major or field of concentration, and honors
received
e. Home and local addresses and telephone numbers
f. Verification of signature
g. Name and address of parent or guardian
202.D.2. Concerning release of further information, it should be noted that
government investigative agencies as such have no inherent legal right of access
to student files and records. When additional information is requested, it normally
should be released only on written authorization from the student. If such authorization
is not given, the information should be released only on court order or subpoena.
If a subpoena is served, the student whose record is being subpoenaed will be
notified and that subpoena will be referred to the institution's legal counsel.
06K.202.E. Disclosure to other individuals and organizations
Information furnished to other individuals and organizations should be limited
to the items listed below under "telephone inquiries" unless the request
is accompanied by an information or transcript release signed by the student.
06K.202.F. Disclosure in response to telephone inquiries
202.F.1. Only those items determined by the institution to be matters of public
record will be released in response to telephone inquiries. Such items usually
include:
a. Whether or not the student is currently enrolled
b. The school or division in which he or she is or was enrolled and his or
her class
c. Dates of enrollment
d. Degree(s) earned, if any, major or field of concentration, and honors received
202.F.2. Release of addresses or telephone numbers will be consistent with institutional
policy governing distribution of student directories.
202.F.3. Urgent requests for student information, e.g., address, telephone number,
or immediate whereabouts, based upon an apparent emergency, should be handled
by the Registrar, including reference to the Dean of Students or other appropriate
officers or individuals.
06K.202.G. Student directories
If student directories are published for general distribution, each student
will be given the opportunity to direct that his or her address and telephone
number be omitted.
06K.202.H. Disclosure by other offices of the institution
202.H.1. The foregoing guidelines are applicable to handling any request for
academic information about students or former students received by any member
of the faculty, administration, or clerical staff. The guidelines are intended
to protect the individual's right to privacy and the confidentiality of his or
her academic records throughout the institution.
202.H.2. All institutional personnel should be alert to refer promptly to the
Office of the Registrar or other appropriate office for transcripts, certifications,
or other information typically provided by that office. Faculty members and the
various institutional offices should restrict their responses to acknowledging,
when appropriate, the receipt of requests for student information, or limit their
response to that information germane to their sphere of responsibility or their
relationship to the student, e.g., faculty adviser, major professor, etc.
202.H.3. Since the material in a student's placement file has been submitted
by the student for the purpose of employment, it obviously may be released to
anyone for this purpose. Whenever there is need for the institution to issue a
transcript of the student's educational record in connection with employment,
it should be specifically requested of the Office of the Registrar by the student.
06K.202.I. Withdrawal information
If the student has an unmet financial obligation with the University, or a violation
of nonacademic regulations, the University may withhold transcripts, diplomas,
grade reports, and other information about a student until that obligation has
been met.
SECTION 06K.203 Placement Offices
06K.203.A. Placement records are created, maintained, and used to assist
in the student's education, development, and employment not only as an undergraduate
but throughout his or her lifetime. Such records shall provide no information
in conflict with fair employment legislation. These records may be retained during
the lifetime of the student.
06K.203.B. As the placement file contains information supplied by the
student and recommendations, evaluations, etc. placed there at his or her request
for the purpose of providing information to prospective employers, such materials
shall be released upon request from either the student or the prospective employer.
PART
III. Practices Governing Student Records in the Division of Student Affairs
SECTION 06K.301 Kinds of Information
06K.301.A. In keeping with the guidelines in Part I of this Appendix
K, the Office of the Vice President for Student Affairs has developed certain
practices with respect to the collection, recording, and release of information
about students. The kinds of information collected and recorded and the practices
governing its use are given below.
- Name
- Student banner number
- Date/place of birth
- Sex
- Home address and telephone number
- Parent's or guardian's name, address, and telephone number
- If graduate, degree and date of graduation
- If married, spouse's name, address, and telephone number
- Division and major
- Grade reports
- ACT/SAT scores
- Disciplinary action reports
- Record of attendance at other institution(s)
- Academic actions taken
- Letters of recommendation written at the request of the student
- Activities, organizations, etc.
06K.301.B. This information is held in multiple offices within the Vice
President for Student Affairs area.
06K.301.C. Only that information of a nature similar to information that
appears in the Miami University Directory may be released to persons outside the
University.
- Name
- Campus address
- Campus telephone number
- Home address
- Home telephone number
- Class
- Division
06K.301.D. Personal data other than that listed in Section 06K.301.C.
above may be released to faculty and staff of the University if it is necessary
in the discharge of their respective responsibilities. Such personal data shall
be released to others only with the written consent of the student, with the exception
that a student's number of credits and grade point average may be released to
advisers of registered student organizations that require such information as
a condition of membership. The student may, however, request in writing that this
information not be released for this purpose.
06K.301.E. All records compiled in the residence halls or in the Office
of the Vice President for Student Affairs shall be retained for six years from
the date of graduation or last date of enrollment.
SECTION 06K.302 Disciplinary Record
Disciplinary actions taken in a University residence hall shall be forwarded
to the Office of Ethics and Student Conflict Resolution.
Refer to the Student Handbook Chapter 2 The Code of Student Conduct for regulations
regarding the Disciplinary Record.
SECTION 06K.303 Research
Requests for data for legitimate research purposes shall be considered and reviewed
by the Office of Transition & Assessment within the Division of Student Affairs
and reviewed by the Institutional Research Board. However, information released
for this purpose shall not include that by which an individual student could be
identified.
SECTION 06K.304 Activities and Organizations
06K.304.A. Student activities and organizations are recognized as an
important part of the educational program. Many students wish to have their participation
in such activities recorded for future use. It is not, however, mandatory that
a student supply this information. But if supplied, the student may request that
the information not be released. It should be further noted that the University
shall not make membership lists of student organizations. It shall, for purposes
of communication and determination of responsibility, record the names of the
faculty adviser and such officers of the organization as are necessary for these
purposes.
06K.304.B. Information concerning activities and organizations participated
in is provided by the student himself or herself and is not mandatory. The form
completed in a residence hall is transferred to the new residence hall if the
student moves within the academic year, or destroyed at the end of the academic
year.
06K.304.C. Information concerning a student's membership in an organization
or participation in an activity shall not be released to any source outside the
University without the written consent of the student except as noted in Section
06K.307.D below.
SECTION 06K.305 Personal
Evaluation and Letters of Commendation
Personal evaluations and letters of commendation by members of Student Affairs
staff or other members of the University community shall be held confidential
and shall not be released to any source outside the Division of Student Affairs
without the written consent of the student.
SECTION 06K.306 Psychological/Medical
Problems
06K.306.A. Occasionally a student will suffer a psychological or medical
illness that makes it necessary to evaluate the advisability of permitting him
or her to remain at the University. It is the responsibility of residence hall
staff to report such conditions to members of the central staff designated to
handle such problems. It is the responsibility of such designated central staff
to make appropriate referrals to the Student Counseling Service and the Student
Health Service and to involve members of these organizations in the evaluation
process. Any and all information that shall be accumulated in the course of the
evaluation shall be held confidential. Should the student be withdrawn from the
University and/or held from registration until such time as his or her condition
warrants consideration for re-enrollment, a notation reporting the withdrawal
and/or hold shall be filed in the Records Office of the Vice President for Student
Affairs and reported to the Office of the Registrar.
306.A.1. The notation in the Records Office of the Vice President for Student
Affairs and in the Office of the Registrar shall be only a record of the action
taken.
306.A.2. The facts obtained by Student Affairs central and residence hall staff
upon which evaluation is based and action taken shall remain confidential and
not be released to any source outside the Office of the Vice President for Student
Affairs without written consent of the student.
06K.306.B. Information obtained during professional medical and psychological
treatment and in counseling will be released by the professional only in accordance
with the ethics of his or her profession.
SECTION 06K.307 Financial Record
06K.307.A. Financial aid and student employment records are separate
from the student personnel records and are kept in the Office of Student Financial
Assistance.
06K.307.B. Information concerning loans, grants, scholarships, and employment
may be released to faculty and administrative staff if such information is needed
in the performance of their respective responsibilities, and to appropriate agencies
for the purpose of auditing federal and state assistance programs. At the request
of the student, financial aid information may also be released to scholarship
foundations that use the information for determining scholarship eligibility.
Such information shall not be released to any other source, unless the student
requests specifically in writing that his or her financial record, or any part
of it, may be released.
06K.307.C. Information concerning Federal Perkins and University loan
recipients shall be transferred to the Office of the Bursar upon termination of
student status.
06K.307.D. The substance of letters of recommendation, etc. may be shared
with the donor of the scholarship that a student receives.
SECTION 06K.308 Records of Foreign Students
Miami University is required to report to the Immigration and Naturalization
Service whenever any foreign student on non-immigrant student status carries less
than a full-time course load or whenever such a student terminates his or her
program at the University. The information required in the latter instance include
the reason for termination and, if the student has graduated, the date of graduation
and the degree received.
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