Policy On The Release Of Student Information

Every effort to keep the student’s education records confidential and out of the hands of those who would use them for other than legitimate purposes is made by Loyola University. All members of the faculty, administration, and staff must respect confidential information about students which they acquire in the course of their work. At the same time, the university tries to be flexible enough in the policies not to hinder the student, the institution, or the community in their legitimate pursuits. The policies of disclosure that are followed by Loyola are cited below.

General Guidelines

No record shall be made or retained unless there is a demonstrable need for it which is reasonably related to the basic purposes and necessities of the university.

The university shall not make or retain records of a student’s religious or political beliefs without his or her knowledge and consent.

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.

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.

Evaluation of students shall be made only by persons who are qualified to make that evaluation.

All persons who handle confidential records shall be instructed concerning the confidential nature of such information and their responsibilities.

I. The Academic Record

A. Disclosure to the Student

. A student is entitled to receive official copies of his or her permanent academic record upon written request, except those students who are coded financially blocked by the student finance office.
He or she has the right to inspect the entire academic record except for those confidential documents received as part of his or her file prior to January 1, 1975, or otherwise excluded to the student by Public Law 93-380 as amended. When the original is shown, examination should be permitted only under conditions which will prevent its alteration or mutilation.
Documents submitted by or for the student in support of his or her application for admission or for transfer credit should not be returned to the student, nor sent elsewhere at his or her request. For example, a transcript from another college or a high school record should not be sent to a third party. In exceptional cases, however, where another transcript is unobtainable, or can be secured only with the greatest difficulty (as is sometimes true with foreign records), copies may be prepared and released to prevent hardship to the student. The student should present a signed request. Usually the copy, marked as a certified copy of what is in the student’s file, is released. In rare instances the original may be released and the copy retained, with a notation to this effect being placed in the file.

B. Disclosure to Faculty and Officers

Faculty and administrative officers of the institution are permitted to examine the academic records of any student on a need to know basis.
The contents of the official folder of a student would not be sent outside the Office of Student Records except in circumstances specifically authorized by the director of student records. Normally, a permanent record card should never leave the Office of Student Records since copies can readily be prepared.

C. Disclosure to Parents, Educational Institutions, and Agencies

If the student is claimed on the parent’s federal income tax, academic information will be disclosed to either parent upon proof of identity. Additionally, LORA for Parents access will be released to the parent. If the student is not claimed as a dependent, the student must sign a release form in the Office of Student Records to provide his or her parents access to their academic information.
Transcripts and other academic information may be released to officials of other schools in which a student seeks to enroll upon the condition that a reasonable attempt is made to inform the student of the release.
Requests from organizations conducting studies for, or on behalf of, educational agencies or institutions for the purpose of developing, validating, or administering predictive tests, administering student aid programs, and in providing instruction, may be honored without prior approval of the student, if such studies are conducted in such a manner as will not permit the personal identification of students by persons other than representatives of such organizations and such information will be destroyed when no longer needed.
Requests from government or private organizations to which a student has applied or is now receiving financial aid for educational purposes may be honored without prior approval of the student.

D. Disclosure to Government Agencies

Loyola must disclose academic records without written consent of students to only the following government agencies:
1. Comptroller general of the United States;
2. the secretary of HEW;
3. administrative heads of educational agencies as outlined by PL93-380;
4. state educational authorities;
5. state and local officials to whom disclosure is required by state statute adopted prior to November 19, 1974; and
6. Veterans Administration (PL94-502).
Properly identified representatives from federal, state, or local government agencies may be given the following information without a student’s written release:
1. verification of date and place of birth;
2. school or division of enrollment and class;
3. dates of enrollment;
4. degree(s) earned, if any, major and honors received;
5. address and telephone number.

E. Disclosure to Nongovernmental 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.

F. Disclosure in Response to Telephone Inquiries

Only that information published by the institution in the most recent student directory may be released in response to telephone inquiries. Such items usually include:
1. school or division of enrollment and class;
2. dates of enrollment;
3. degree(s) earned, if any, major and honors received;
4. address and telephone number.

G. Student Directories

Student directories will be published for general distribution, and it is the responsibility of the student to notify the Office of Student Records at the time of registration if student directory information is to be withheld from publication.

H. Disclosure by Other Offices

The foregoing guidelines are applicable to handling any requests for academic information about students or former students received by any member of the faculty, administration, or 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.
All institutional personnel should be alert to refer promptly to the Office of Student Records or other appropriate office requests for transcripts, certifications, or other information which that office typically provides. Faculty members and the various institutional offices should restrict their responses to acknowledging, when appropriate, the receipt of request for student information, or limit their response to that information germane to the sphere of responsibility of their relationship to the student, e.g., faculty adviser, major professor.
Since the material in a student’s placement file (should one exist) 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 Student Records by the student.

II. Withholding Information

There may be conditions such as unmet financial obligations, violations of nonacademic regulations, etc., under which an institution will withhold grade reports, transcripts, certifications, or other information about a student. In such instances, the policy should be clearly stated in an appropriate institutional publication. The above guidelines are consistent with the regulations as set down by the American Association of Collegiate Registrars and Admissions Officers and the provisions of the Family Educational Rights and Privacy Act of 1974 as amended.

III. Policy Governing Records Maintained by Offices in the Division of Student Affairs

A. Practices Governing the Student Personnel File(Maintained in Student Affairs Office)

The student affairs office does not routinely maintain files on Loyola students. Generally a file is only created on a student when information about a specific student is sent to or created by the student affairs office (e.g., disciplinary records, letters of recommendation, public safety/university police reports, honors and awards, or student organization involvement as is contained in the student development transcript).

The student affairs office does have access to student information contained in the student records system of the university’s administrative computer system. That information would include directory information about the student (name, social security number, local, and permanent address, date of birth, gender, parents/guardian names and addresses, etc.), class schedules, and academic records. This information is for the official use of student affairs, and release of any of that information is in accordance with the Academic Record Policy (crf: Sections I and II).

Disciplinary Record

The student affairs office maintains the disciplinary record of students in the student personnel file. Disciplinary action of a minor nature, i.e., disciplinary probation or less, is maintained during the student’s attendance at the university. It is removed upon graduation or five years after a student is separated from the university. Information about minor disciplinary actions is not released to sources outside the university.

Disciplinary action of a serious nature, i.e., disciplinary suspension, is maintained for a period of five years from the date of the student’s separation from the university. Disciplinary dismissal is a permanent part of the student’s record. This information may be released to members of the faculty and administration if such information is necessary in the discharge of their respective responsibilities. A student’s disciplinary record shall not be released to other sources outside the university unless there is written consent from the student, except as specified in Public Law 93-380 as amended.

Police reports shall be included in the student’s file in the student affairs office if:

The report is a notation of court action taken after conviction for a criminal offense.
The prosecutor or the court has referred a violation of the law to the student affairs office for its consideration.
The report has to do with a problem of a medical or psychological nature. Such information shall be retained for five years after the student’s graduation or five years after a non-graduate is separated from the university. Such information shall not be released to any source without the written consent of the student except as specified in Public Law 93-380 as amended. Requests for information concerning police reports shall be referred to the appropriate police department.

Activities and Organization Record

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. At present, the best mechanism for a student to have an official, permanent record of their activities and accomplish-ments outside the classroom is to enroll in the student development transcript program in the student affairs office.

Information concerning organizations to which the student belonged or activities in which the student participated shall not be released to any source without written consent of the student except as specified in Public Law 93-380 as amended.

Evaluations

Some students wish to have a personal evaluation of their leadership ability, character, personality, and similar traits filed with the student affairs office for subsequent release to other units of the university, graduate schools, etc. Such evaluations can also be helpful to members of the student affairs staff in counseling and advising the student. The practices governing the recording and release of such information follow:

If a student wishes to be evaluated he or she may request that a resident staff member (resident assistant, resident counselor, resident director) complete an evaluation. Or, if the student wishes, he or she may ask any members of the faculty or the student affairs staff to write an evaluation.
The evaluator may, at his or her discretion, discuss the evaluation with the student.
Personal evaluations shall be held confidential and shall not be released to any source outside of the student affairs office without the explicit written consent of the student.
The evaluation shall be filed in the student affairs office.

Withdrawal Record

It is essential to maintain a record of medical withdrawals which may require a clearance prior to readmission to the university. Practices governing the recording of this information are as follows:

Information concerning withdrawals, except as noted in sections F and G of this policy, may be released to faculty and administrative staff if such information is needed in the performance of their respective responsibilities. Such information shall not be released through the student affairs office to any source without the written consent of the student except as noted in Public Law 93-380 as amended.
Notations concerning withdrawals shall be recorded on the student’s permanent record card in the student affairs office.

B. Letters of Recommendation (Maintained in Counseling and Career Services Center)

Copies of letters of recommendation by faculty and administration shall not be filed in the student affairs office. They are more appropriately filed in the Counseling & Career Services Center. Information contained in such letters shall not be released to any source outside of the Counseling & Career Services Center without written consent of the student.

C. Psychological Records (Maintained in Counseling and Career Services Center)

The Counseling & Career Services Center maintains confidential records of test scores, evaluations, and case reports for the use of the counselors and professional staff and to insure continuity of service for the student. Where either mandatory or voluntary information is collected directly from a student, the intended uses of the information, conditions of the student’s access, and access of other parties to the data are specified at the time of collection. If there is a request for information from another university department, it should be put in writing for both the student and the center. No information will be released from the center to other departments of the university or to agencies outside the university without the written consent of the student.

If a student requires a psychological evaluation as a condition of admission or continuation of enrollment, only the general recommendations of the counselor willbe released to the appropriate authorities, and this release requires the signed consent of the student. A copy of these recommendations shall be made available to the student.

Student records will be maintained in the center for five years after the student’s graduation or for five years after a non-graduate withdraws from the university. Following this time, a summary sheet will be prepared concerning a student’s contacts with the center and kept on file. All records are locked and accessible only to qualified staff members. Student aides are not permitted access to these files.

The staff of the center stays abreast of current information regarding the vulnerability of student records to subpoena by appeal to the court. Furthermore, the student should be informed of the service of the subpoena so that such legal action as he or she deems appropriate may be taken.

D. Health Records

Every student must submit a health record to the Student Health Center prior to his or her official registration in the university. The information contained on this record as well as information gathered from subsequent visits to the health center is confidential and will not be released to any source without the student’s written consent.
If a student is required to submit to a special medical evaluation as a condition of admittance or continuation of enrollment, the only information that will be released to the appropriate authorities will be the recommendations of the physicians with regard to the evaluation.
Medical records shall be retained for five years after the student’s graduation or five years after a non-graduate withdraws from the university. Such information shall not be released to any source, except as noted in (2), without the written consent of the student.

Students admitted to the university on health probation, permitted to continue on health probation, or separated from the university for health reasons, will have that fact entered into their record in the student affairs office and the Student Health Center and/or Counseling & Career Services Center. The facts upon which the classification was assigned, or action taken, will be maintained in either the Counseling & Career Services Center or Student Health Center.

E. Financial Aid and Scholarship Record (Maintained in the Office of Scholarships and Financial Aid)

For administrative purposes, it is essential that a record be made of loans, grants, jobs, and scholarships. Such a record is also essential in evaluating the need and eligibility for continued financial assistance. Practices governing the recording of such information are as follows:

Copies of loan, job, grant, and scholarship applications and supporting documents shall be filed in the scholarships and financial aid office and shall be considered a separate record from the student personnel file.
Information concerning loans, scholarships, jobs, and grants may not be released to faculty or administrative staff without a showing of a compelling need to know such information. Such information shall not be released to any source other than the awarding agency unless the student requests specifically and in writing that his or her financial record, or any part of it, be released. Information pertaining to the parents’ financial condition shall not be released to students or other persons without the parents’ consent.
Information concerning loans, scholarships, jobs, and grants which is filed in the Office of Scholarships and Financial Aid shall be retained for five years after the student’s graduation or five years after the student withdraws from the university, or until the university is discharged by federal audit, whichever is later.

F. Public Safety/University Police Records (Maintained in Public Safety/University Police Office)

Public safety is occasionally required to gather, report, and maintain information relative to offenses involving students. These offenses may be violations of university rules and regulations or criminal acts committed by or against members of the university community. Distribution of infor-mation is limited strictly to the parties concerned and the student affairs office. Normally, information is not released to outside police agencies unless a demonstrable need exists to assist in any active investigation. In such cases only relevant and pertinent information is released, with due consideration given to the welfare of the individual involved, as well as the legal requirements concomitant to the public safety office. In all cases, discretion will be primarily exercised.

TYPE OF STUDENT RECORD	CUSTODIAN’S TITLE	CUSTODIAN’S NAME
Admission File	Dean of Admissions and Enrollment Management	Ms. Deborah C. Stieffel
Academic Record	Director of Registration Services	Ms. Kathy Gros
Supplementary Copies of	Academic Deans and	College Dean, Department
Academic Record	Department Chairs	Chairs
Student Personnel File	Vice President for Student Affairs	Dr. James S. Eiseman
a) Disciplinary Record b) Student Development Transcript c) Evaluations d) Withdrawal Record
Letters of Recommendation (Placement file)	Associate Director, Counseling and Career Services Center	Ms. Paula D. Quenoy
Psychological Record	Director, Counseling and Career Services Center	Dr. Christopher Flynn
Health Record	Student Health Charge Nurse	Sr. Beth Lieux, C.S.J., R.N.
Financial Aid and Scholarship Record	Dean of Admissions and Enrollment Management	Ms. Deborah C. Stieffel
Public Safety/University Police Records	Director, Public Safety/University Police	Mr. Patrick X. Bailey

Unless otherwise required, all such records will be maintained in the public safety office for a period of five years.

G. Other

It is necessary to keep various kinds of information in university residences for the orderly operation of the respective units. Examples of these are the parental permission card, sign out sheets, key deposit slips, activities interest forms, and the like. This information shall be retained for one year after the student withdraws from university residence.

H. Student Access to Records Maintained by Offices in Student Affairs Division

Students will have access to all materials and documents contained in their student personnel file and subsidiary records except the following:

Financial records of the parents of the student or any information contained therein.
Confidential letters and statements for which the student has signed a waiver of right to access with respect to admissions to any educational institution or agency, an application for employment, or the receipt of an honor or honorary recognition.
Records of administrative personnel which are in the sole possession of the maker thereof and which are not accessible or revealed to any other person except a substitute.
Records maintained in the office of the director of public safety/university police which are used strictly for law enforcement purposes.
Records on a student who is 18 years of age or older which are made or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional assisting in that capacity, and which are made, maintained, or used only in connection with the provision of treatment to the student, and are not available to any one other than persons providing such treatment.
Student access to his or her student personnel file is defined as the student being able to visually review the contents of the file (except as noted above) in the student affairs office. At the student’s option, all or part of the content of the student personnel file (except as noted above) may be copied by the student affairs office on a cost for service basis.

I. Destruction of Records

It is appropriate at the time a student is separated from the university that the files maintained by the office in the student affairs division be reviewed and all nonessential information removed and destroyed. In addition, this policy mandates the removal and destruction of certain records five years after separation of the student from the university.

Under no circumstances will records be destroyed which are the subject of a challenge by the student until such time as a final decision is rendered relative to the challenge.

IV. Procedures for Challenges to the Content of Records

In accordance with the provisions of Public Law 93-380 as amended, Loyola guarantees the student’s right to challenge the content of the records which the student believes to be inaccurate, misleading, or otherwise in violation of the privacy or other rights of students. In addition, this right also requires that records found to be inaccurate, misleading, or otherwise inappropriate will be corrected or deleted.

The right to challenge the content of records is not intended to overturn established standards and procedures for the challenges of substantive decisions made by the university or its agents.

A. Informal Challenge

Students should address challenges to the contents of educational records to the custodian of that record. The challenge must be written and state the basis of the challenge.

B. Formal Challenge

The Standing Committee on Student Rights, Freedoms, and Responsibilities has been designated as the appropriate committee to formally hear final challenges to the contents of a student’s record. When hearing such a challenge, the procedures cited below will be followed:

Meetings of the committee will be closed to the university community.
Due to the confidential nature of the records being reviewed, members of the committee will sign a pledge of confidentiality for the documents which they see.
All challenges of the content of educational records must be written and state the basis for the challenge.
The student should be afforded a full and fair opportunity to present evidence relevant to the record(s) being challenged.
The hearing shall be conducted and the written recommendations rendered to the president, within a reasonable period of time following the request to the committee chairman for a hearing. The president shall render a final written decision within a reasonable period of time after the conclusion of the hearing.
The committee may establish any other operating procedures it deems essential for an orderly and fair hearing.

C. Possible Decisions to Challenge

Challenges denied, record(s) is maintained. A copy of the student’s written appeal is filed with the challenged record.
Challenges granted, record(s) is corrected. A copy of the student’s written appeal is filed with the challenged record.
Challenges granted, record(s) and student’s written appeal expunged from the file.