Ohio Christian University

Confidentiality Policy

The Family Educational Rights and Responsibility Act of 1974 grants students, whether currently or formerly enrolled in this institution, certain privileges, protections, and regulations concerning their educational records. The Act deals with the students’ rights to access their official educational records giving them the freedom to inspect, review and copy their permanent records. Educational records are defined as those records, files, documents, or other materials that contain information directly related to the student and are maintained by the educational institution. The specific educational records covered under this legislation include the following: The student’s application for admission; high school and/or previous University transcripts; SAT scores; correspondence with our Admissions Department; documents concerning grade reports, dates of attendance, and approval of leave or absence; correspondence with the Deans/ Vice Presidents; class status; course distribution records; and the documents contained in the student’s career development file. Students believing that information contained in their educational record is inaccurate, misleading, or in violation of his or her privacy rights may request in writing a review and hearing to challenge the content of their record.

According to this Act, which became final on June 17, 1976, certain types of records are not open to student inspection. The list of closed records include the following: parents’ financial statements; confidential letters or correspondence dated prior to January 1, 1975; letters or correspondence written after January 1, 1975 but specifically deemed as confidential; subsequent personal records pertaining to instructional, administrative, and supervisory personnel; law enforcement records, records submitted by physicians, psychiatrists, psychologists, and other recognized professionals and para-professionals; and alumnus records which contain information about a student after he or she is no longer attending Ohio Christian University and do not relate to the person as a student.

While this institution respects the privacy of all students, administrators, faculty, and members of established committees who have legitimate educational interests may have access to current and former students’ files without prior written consent from the student. A school official has legitimate educational interest if the official is performing a task related to their employed or contracted position, a task relating to a student’s education, ora task relating to the discipline of a student. School officials are permitted to disclose, without prior consent, personally identifiable information in case of a medical emergency or to comply with a judicial order to do so.

The Family Educational Rights and Privacy Act of 1974 does permit the publishing of “directory information” which includes the student’s name, address, telephone number,e-mail address, date and place of birth, major and minor fields of study, student classification, official memberships in organizations, and athletics including weight and heights statistics, dates of attendance, degrees and awards received and the most recent previous educational institution attended. Students can formally request that this personal information not be published by submitting in writing a request listing specifically the information they wish not to be disclosed in a directory.

A student, former student, or applicant may waive his or her rights under the Act by submitting a signed wavier which may in the same manner be revoked upon a later date.

Except for reasons mentioned in the above cited exceptions, the institution must obtain written consent prior to the release of any personal information contained in the educational record of the student. The consent must contain the purpose of the disclosure and the party or parties to whom this disclosure is permitted. Ohio Christian University will keep an account of all requests and disclosures performed and make these available to the student for review upon request. International and inadvertent failure to comply with privacy and disclosure procedures regarding the authorized release of a student’s personal information may result in a student employee’s termination of employment.

As an employee of Ohio Christian University, I ______, have read and understand the confidentiality policy as explained above. I agree to practice discretion and uphold the privacy of all Ohio Christian University students. I am aware that either intentional or inadvertent disclosure of personal information regarding any individual student may result in the termination of my privileges at Ohio Christian University.

Signed ______

Date: ______-______-______

5/13/08

RLF