Page 305 - SU Catalog 2017_18

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C. Definition of Educational Records requests prior to the end of the late registration period for any given term. A request for
Student educational records are defined as those records, files, documents and other nondisclosure of public information may be completed in the Records Office. Students
materials which contain information directly related to a student and are maintained are informed annually about their options for non-disclosure of information.
by the college or by a person acting for the college. Student educational records may
include, but not be limited to, the following: E. Location and Responsibility of Student Records
a. Application for admission/readmission, The College has designated the following officials as being responsible for student
b. Copy of letter of acceptance, records within their respective areas:
c. All transcripts of grades and other information on those records, Dean of Students - The Dean of Students has the overall responsibility of ensuring
d. Placement test scores if applicable, that each student entering Southern Union State Community College has an adequate
e. Documentation of compliance with Selective Service registration if record system, maintained, up-to-date, and controlled by all provisions as set forth in
applicable, this policy and governed by Public Law 93-380. The Dean of Students will be assisted
f. Other information pertinent to the student’s attendance at the college. by the following:
Registrar - The Registrar will insure that all students, upon acceptance to the college,
Specifically excluded from the definition of “educational records” and not open to have an individual student record containing admissions criteria and documentation. The
student inspection are the following materials: Registrar is charged with the responsibility of continuously maintaining students’ files
1. Records of instructional, supervisory and administrative personnel which are in in a safe and orderly manner, updating all records and maintaining an adequate backup Handbook Student
the sole possession of the maker and accessible only to the maker or a designated system for the records. The Registrar will insure that all provisions of this policy are
assistant to the maker; met concerning the release of public information, as well as the release of information
2. Records of campus police; to students, institutional instructors, counselors, advisors, administrators, and local,
3. Records which are created or maintained by a physician, psychiatrist, psycholo- state, and national organizations and agencies. The student files are maintained in the
gist, or other recognized professional or paraprofessional acting in a professional Records Office.
or paraprofessional capacity or assisting in that capacity and which are created, Director of Financial Aid - The Director of Financial Aid has the responsibility of
maintained, or used only in connection with the provision of treatment to the student maintaining an adequate and up-to-date student file on students receiving any institu-
and are not available to anyone other than persons providing such treatment or who tional, local, state, or federal financial assistance. The Director of Financial Aid will
could not be involved officially within the college, but such records are available make certain that all provisions of this policy concerning individual student records are
to a physician or appropriate professional of the student’s choice, if requested. properly applied.
Business Manager - The Business Manager has the responsibility of enforcing all
D. Public Information provisions in this policy pertaining to the release of financial information concerning
The following is a list of public information which may be made available by the individual students.
college without prior consent of the student and is considered part of the public record
of the student’s attendance: F. Disclosure of Student Records to the Student
1. Student’s name Students have the right to inspect, in the presence of the appropriate record of-
2. Student’s address (local and permanent) ficial as stated in Section E of this policy statement, records, files, and data primarily
3. Student’s telephone number and directly related to the student. In order to inspect one’s file, the student should
4. Date and place of birth of student go to the appropriate records office (Admissions, Records, Director of Financial Aid,
5. Major field of study or Business Manager) and present a written request. If the student cannot personally
6. Student’s participation in officially recognized activities, clubs, appear, a notarized request to the appropriate records office is acceptable. The request
organizations, and athletics for inspection shall be granted within forty-five (45) days after the request has been
7. Dates of attendance of student received. The records official will determine if copies of the documents are required.
8. Degrees and awards received by the student The right of inspection does not include financial statements of parents, confidential
9. The institution most recently previously attended by the student and dates of recommendations prior to January 1, 1975, and other confidential recommendations,
attendance. access to which has been waived by the student in accordance with paragraph H.
10. The height and weight of varsity athletes.
11. Photograph G. Challenging the Contents of the Record
12. Classification and level of study Southern Union State Community College will respond to any reasonable request
for an explanation or interpretation of any item in a student’s file. This written request
Much of this information is routinely published in a Student Directory available should be submitted to the Dean of Students.
on all campuses. However, this information will not be made available if a student so