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Student Records Privacy:
Disclosure of Information from Education
Records
In compliance with the federal Family Educational Rights and Privacy Act (FERPA)
and the California Public Information Act, students at Pomona College are
assigned the following four rights in regard to education records maintained by
the College.
- Students have the right to inspect and review education records.
Education records, which are maintained by offices throughout the College,
are defined as records in any format that directly identify the student and
are maintained by the various offices of the College. Some records may be
administered by additional privacy laws and regulations that supersede FERPA,
and, therefore, may not be available under this policy. Requests for the
inspection and review of education records must be submitted direct to the
custodian of the record, following policy and procedure of the office in
whose custody the record is maintained.
- Students have the right to seek to amend education records. In
compliance with College policy, individual offices have established
procedures for challenging the content of education records. Students may
also submit a written request for review of a particular education record to
the Dean of Students. Under FERPA, grades are excepted from this provision.
Students with concerns about individual grades are referred to the Policy on
Disputed Grades.
- Students have the right to have some control over the disclosure of
information from education records. Students may request that the College
restrict the release of directory information by submitting a written
request to the Registrar’s Office. Such restrictions remain in effect until
cancelled in writing by the student. Students may declare themselves to be
tax dependents of their parents and authorize the College to release
non-directory information to parents. Such authorizations remain in effect
until cancelled in writing by the student.
- Students have the right to file a complaint with the Federal Policy
Compliance Office, a division of the US Department of Education, for any
alleged violation of their rights under FERPA. Complaints must be submitted
in writing to: Family Policy Compliance Office, US Department of Education,
400 Maryland Avenue SW, Washington DC 20202-5920.
In compliance with FERPA, Pomona College has designated the following items
of information as directory information: name and student user name; local and
permanent address; local, cellular, and permanent phone number; e-mail address;
date and place of birth; major field of study; dates of attendance; enrollment
status; degrees and awards received; most recent previous institution attended;
photographs; participation in officially recognized activities and sports; and
the height and weight of members of athletic teams. Directory information is
defined as information that would not generally be considered harmful or an
invasion of privacy if released. Unless restricted by the written request of a
student, the College may release directory information without the prior consent
of a student. Directory information required for course or classroom
participation in courses may not be withheld from faculty and students connected
with the particular course. Information that is not directory information is
non-directory information and, unless excepted by FERPA, requires the prior
written consent of the student for release.
As permitted by FERPA, Pomona College allows access to student directory and
non-directory information by education officials when a legitimate educational
interest exists for specific education records. A legitimate educational
interest exists when an education official demonstrates a need to know specific
information to accomplish instructional, advisory, administrative, research,
supervisorial, or other administrative responsibilities assigned by the College.
Education officials may include employees, faculty, staff, designated
representatives of the College, and contracted agents and agencies of the
College. Pomona College may outsource some operations requiring the disclosure
of information from education records. Providers of such services include the
National Student Clearinghouse. Education officials, including contracted
providers, who receive education records must comply with all FERPA regulations
regarding redisclosure and the privacy of such education records.
Under FERPA, and in compliance with other federal and local regulations, privacy
rights in the postsecondary environment are reassigned from parents to students.
Nevertheless, FERPA permits institutions to disclose information from education
records to parents and to other third party entities in specific situations and
under certain conditions. Among these situations are the following: to schools
where the student seeks, intends, or has enrolled; in connection with financial
aid; to certain government authorities, including US military recruiters; to
certain entities conducting studies or audits on behalf of the College, by
federal, state, or local education authorities, or by professional and other
educational organizations; in compliance with court orders and subpoenę; where
health and safety are at risk or in the event of student status changes; when
violations to federal, state, or local regulations have occurred and violations
to institutional policy have been determined in regard to crimes of violence or
non-forcible sex acts and, for students under the age of 21, the use or
possession of alcohol or other controlled substances; and per additional
contingencies set forth in FERPA.
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