Southern Illinois University Edwardsville, hereinafter referred to as the "University", maintains individual records and information about students who are legitimately enrolled, for the purpose of providing educational, vocational, and personal services to the student. For the purpose of complying with federal regulations regarding the maintenance of confidentiality of student educational records, as required by the Family Educational Rights and Privacy Act of 1974, as amended, (20 U.S.C. par. 1232g) the Board of Trustees of Southern Illinois University enacts the following policy.
For purposes of this policy, the SIUE Police Office will be treated as an outside agency and will therefore be required to comply with all formal regulations relating to the disclosure of information from student's educational records, as set forth in this policy.
The appropriate recordkeeping office shall obtain the written consent of the student before disclosing "personally identifiable information" from the educational records of a student, except in the case of "directory information" as delineated in (II.E.) or disclosure to:
Student information supplied to any SIUE personnel or unit is provided on the basis that it is needed to permit their necessary functioning. All members of the faculty, administration, and clerical staff must respect confidential information about students which they require in the course of their work. They are bound by the conditions outlined in this policy statement relative to the release of student information. All institutional personnel should be alert to refer promptly to the appropriate office, requests for transcripts, certifications, or other information which that office typically provides.
Disclosure without consent can only be effected with written notice given the student in all cases as soon as practically possible.
Directory information may be released by the University at any time. The University must publish information relating to what constitutes directory information at least once each academic year in the campus student newspaper or other designated publication with wide circulation. Enrolled students must be given a reasonable period of time to inform the University in writing, through the Office of the Registrar, that they do not wish their directory information to be released without their prior written consent. The Office of the Registrar will be responsible for identifying or withholding directory information which the student requests not to be released and for informing all University recipients of that information that such information is not to be released. This directory information hold will remain in effect until a written cancellation is filed by the student with the Office of the Registrar.
The procedural requirements of this section do not apply to the disclosure of directory information from the educational records of an individual who is no longer in attendance at the University. Thus, the University (or appropriate recordkeeping office) is not required to give public notice of the above to former students.
All recipients of student information will be bound by this policy. Lists of student information are never knowingly provided to any requesting party for a commercial or political purpose.
Records of disclosure are not required to be kept in the record of a student when the disclosure is initiated by the student himself/herself. The institution shall maintain a record within the student's educational record, indicating all individuals, agencies, or organizations which have requested or obtained access to a student's educational record which will indicate specifically the legitimate interest that each person, agency, or organization has in obtaining same.
Subject to the provisions herein, the University may disclose "personally identifiable information" from the educational records of a student only on the condition that the party to whom the disclosure is made will not further disclose the information without the student's written consent, except in the case of disclosure of "directory information".
The University shall, except for the disclosure of "directory information", inform the party to whom disclosure is made of the obligation to receive the student's consent before further disclosure to other parties.
The Office of the Registrar, (The Office of the Registrar at the School of Dental Medicine for students enrolled in the School of Dental Medicine), retains the official academic record of a student. It is a cumulative history of a student's admission, registration, and academic participation and performance. Certain biographic and demographic information is also kept for identification for enrollment and researchrelated purposes. For information concerning these records, contact the Office of the Registrar, (the Office of the Registrar at the School of Dental Medicine for students enrolled in the School of Dental Medicine.) Academic records may also be maintained in academic units, departments, and schools or colleges. For information concerning these records contact the head of the academic unit, department, or schools or colleges in question. The Office of Institutional Research also maintains some academic records.
Offices within the business area maintain certain financial records which relate to the payment and accounting of tuition, fees, and other charges. They also maintain records which record student loans and grants. For information concerning these records, contact the Bursar's Office.
For billing purposes, the Office of the Registrar, (The Office of the Registrar at the School of Dental Medicine for students enrolled in the School of Dental Medicine), maintains a record of financial aid received and tuition and fees paid. For information concerning these records, contact the Office of the Registrar (the Office of the Registrar at the School of Dental Medicine for students enrolled in the School of Dental Medicine).
The Office of Student Financial Aid, (or the Office of Student Affairs for the School of Dental Medicine), maintains records of students receiving loans, grants, and aid along with scholarship information and some academic information. It also maintains records pertinent to student employment including the family financial statement. For information concerning these records, contact the Director of Student Financial Aid, or the Director of Student Affairs for students enrolled in the School of Dental Medicine.
The Housing Office maintains records of housing accounts. For information concerning these records, contact the Director of Housing.
The University Health Service maintains medical records of students. Only information pertinent to the health of the individual is contained therein. For information concerning these records, contact the Director of Health Service.
Counseling Services maintains counseling records pertinent to services rendered by that office. For information concerning these records, contact the Director of Counseling Services.
The Office of the Vice Chancellor for Student Affairs (or The Office of the Dean of the School of Dental Medicine for students enrolled in the School of Dental Medicine), maintains records of disciplinary action which has been taken against a student with documentation pertaining thereto. That office also maintains only the academic information necessary to permit its functioning. For information concerning these records, contact the Vice Chancellor for Student Affairs, or the Dean of the School of Dental Medicine for students enrolled in the School of Dental Medicine.
The Career Development Center creates a record for those persons who wish to avail themselves of its services, with the student's voluntary participation. This information is distributed to potential employers. It consists of selfcompleted resumes and various personal references. For information concerning these records, contact the Director of the Career Development Center.
A student has the right to challenge the content of a record on the ground that he/she believes it is inaccurate, misleading, or other wise in violation of his/her privacy or other rights and to have inserted in the record his/her written explanation of its contents. Academic grade review procedures are covered by separate policy. (A hearing may not be requested by a student to contest the assignment of a grade; however, a hearing may be requested to contest whether or not the assigned grade was recorded accurately in the educational records of the student.)
To initiate such a challenge, the student shall, within sixty (60) days after he/she has inspected and reviewed the record in question for the first time, file with the University office responsible for maintaining such record a written request for correction, on a form specified by the University. Within thirty (30) days following receipt of such request, the head of such office, or his/her designated representative, shall review the record in question with the student, and either order the correction or deletion of such alleged inaccurate, misleading, or otherwise inappropriate data as specified in the request, or notify the student of the right to a hearing, at which the student and other persons directly involved in the establishment of the record shall have an opportunity to present evidence to support or refute the contention that the data specified in the request is inaccurate, misleading, or otherwise inappropriate. The head of the office, or his/her designated representative, shall have five (5) days from the time of the review to notify the student of his/her decision. If the student desires a hearing on the decision, the student shall exercise said option in writing within ten (10) days of said notice, and file the request for a hearing with the head of the office.
The student shall be given written notice, sent to his/her last known local address of the time and place of such hearing, not less than ten (10) days in advance. The hearing will be conducted by a University representative who does not have a direct interest in the outcome. The student is permitted to challenge the hearing officer as to qualification and/or prejudice. Any disagreement as to the selection of the hearing officer will be resolved by the Chief Officer for Student Affairs, or designee. The hearing must occur no later than fortyfive (45) days from a request for same.
The student shall have the right to attend the hearing, to be advised by an individual of his/her choice at his/her own expense, including an attorney, and to call witnesses in his/her behalf. The student shall be notified in writing of the decision within ten (10) days following the hearing. Such decision is final, subject to appropriate review by the Chancellor, President and Board of Trustees at the request of either party. The decision reached shall be based solely upon the evidence presented at the hearing and shall include a written summary of the evidence and reasons for the decision, the same of which shall be filed in the student's official record.
The University may destroy educational records when they are no longer necessary, with the following limitations:
The Office shall notify the complainant and the University of the receipt of the complaint and an investigation will follow.
Approved by Chancellor effective 11/15/02
This policy was issued on November 22, 2002, replacing the November 20, 2002 version.
Document Reference: 3G2
Origin: OP 11/78; OC 12/7/98; OC 11/15/02