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Student Records
Student records are confidential and, are maintained and released in accordance with
applicable law. The Family Educational Rights and Privacy Act of 1974, Public Law
93-380, as amended(commonly referred to as the Buckley Amendment), generally prohibits
the release of information about students and former students without their consent to
parents, spouses, military, law enforcement, prospective employers, federal investigators, or
other parties. This Act also assures the student of the right of access to, challenge of, and
review of educational records.
Educational records are defined as- those records, files, documents and other materials
which:
• contain information directly related to a student, and
• are maintained by the University or by a person acting for the University.
The University's Office of Admissions and Records is the University' records custodian
and is responsible for the maintenance of student records. Persons having access to the
records indicated above are those persons who have a legitimate educational need. The
Office of Admissions and Records will also release information when subpoenaed.
The Buckley Amendment assures students' right to privacy and confidentiality and is
instituted to protect each student. If a student believes that his/her record contains
inaccurate information, this matter should be brought to the attention of the Director of
Admissions and Records. If the problem cannot be informally resolved, the student should
follow the official procedure (a copy of which is available in the Office of Admissions
and Records) for a resolution of the problem.
Student records normally include documents filed for admission to the University, grade
reports, permanent records of academic work completed, transcripts received from schools
and other College and University's attended, test scores, counseling information,
correspondence and petitions related to the student. These documents will normally
include, but not be limited to, the name, address, telephone, birth date, residence
classification, sex, past and current enrollment, academic and attendance status, educational
benefits, ethnic background, high school graduation, University major and the identification
number of a student.
Information which cannot be classified as student records is:
• Information provided by the student’'s parents in connection with financial aid;
• Confidential letters of recommendation on file prior to January 1, 1975;
• Information maintained by a University official or employee which remains in his/her
sole possession;
• Information about the student maintained by a physician, psychiatrist, psychologist or
other professional acting in his/her professional capacity for the University, and
• Information about the student maintained by the University in the normal course of
business pertaining to the student's employment, if he/she is employed by the University. |
Student Record Retention Policy
Record |
Retention Period |
Students’applications for admission |
5 yrs. |
High school transcripts |
5 yrs. |
GRE Test |
5 yrs. |
Transcripts from prior colleges/
universities attended |
Permanently |
Registration forms |
7 yrs. |
Add/drop forms |
7 yrs. |
American Trinity University transcripts |
Permanently |
Application for graduation |
5 yrs. |
Change of grade form |
5 yrs. |
Grade report forms |
5 yrs. |
Students’'permanent records are initially maintained in a paper filing system and later converted to PDF files for storage in an 'electronic' format. Scanned documents are maintained on CD's and on the Office of Admissions and Records' computer system.
Holding of Records Student records may be placed on a hold status because of financial or other
obligations to the University. While the student' records are on hold, registration may not
be allowed nor will transcripts of credits be released. Records will be held until the
obligation is cleared to the satisfaction of the office instituting the hold.
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