Notice to StudentsThe Family Educational Rights and Privacy Act of 1974 (Public Law 93-330)
The following notice is published as a public service for the student body. Federal regulations require annual notice to students on this subject.
Wright State University has for many years regulated access to student records. Federal regulations now apply in this area and are designed to protect the privacy of student records. The statute and regulations govern access to records, their release, and the rights of students to review and, if necessary, challenge information they believe to be inaccurate.
This notice, to be published annually, is a digest of these regulations. The full text is available for student examination in the Office of Student Affairs, the Office of the Registrar, the Affirmative Action Programs Office, and in most college offices. A more detailed digest of the act may also be found in the Student Handbook.
Under the act, "education records" means, with certain exceptions as listed below, those records, files, documents, or other materials related directly to a student and maintained by any unit of the university. The following categories of information are exempt and are not considered to be "education records": (a) records made by university personnel which are in the sole possession of the maker and are not revealed to any other person; (b) records maintained by campus security; and (c) medical and counseling records used solely for treatment. (Records pertaining to students, which are maintained by university offices, are official records, and as such, remain the property of Wright State University.)
Students may seek access to their records by submitting a written and dated request on forms provided by each office from which information is sought. The head of that unit will make the records available within forty-five days and give students the right to challenge any material contained therein on the basis of it being inaccurate, misleading, or inappropriate. The right to challenge grades does not apply under the act unless the grade was inaccurately recorded. Exceptions to the right to review records by students are as follows: (a) financial records of parents; (b) confidential letters and statements of recommendation made prior to January 1, 1975, and any other recommendations for which the student has voluntarily waived the right to access.
Wright State University does not maintain education records in any one central office. Records are maintained generally in the respective colleges and schools, the Offices of the Registrar, Student Affairs, Career Services, Admissions, Financial Aid, University Division, Veterans Affairs, Bursar, Athletics, Residence Services, Student Health Services, and Disability Services. Questions concerning the location of individual student records should be directed to the Office of Student Affairs or the registrar.
With specified exceptions, the university may release information in students' records to others if: (a) there is written consent from the student specifying the records to be released, the reasons for such release and to whom, and with a copy of the records provided to the student if desired by the student; or (b) such information is furnished to comply with judicial orders upon condition that the university make a reasonable attempt to notify the student in advance of compliance by the university.
Information identified as public information may be released to anyone without the student's written consent. This includes the student's name, address, telephone listing, date and place of birth, major field of study, participation in officially recognized activities and sports, weights and heights of members of athletic teams, dates of attendance, degrees and awards received, and the most recent previous educational agency or institution attended by the student.
A student may request his/her name, address, and telephone number not be included in the public student directory by checking the appropriate box on the quarterly registration form. A student may request that public information, other than directory information, not be made public by signing, during the first week of classes each quarter, a request to withhold information, available in Student Affairs. The university will not notify a student's hometown newspaper of outstanding academic achievement (e.g., if the student is named to the dean's list) if the student requests either of the above options.
Education records or personally identifiable information other than public information may be released without the written consent of the student to the following only: (a) other university officials who have legitimate educational interests; (b) officials of other schools in which the student intends to enroll, provided the student is informed of the record transfer, receives a copy of the record, if desired, and has an opportunity to challenge the content of the record; (c) authorized representatives of certain federal agencies, and education agencies, or state educational authorities under certain conditions; (d) in connection with a student's application for, or receipt of, financial aid; (e) state and local officials or authorities to whom information is specifically required to be reported or disclosed pursuant to the Ohio Revised Code adopted prior to November 19, 1974; (f) 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 improving instruction, if such studies are conducted in such a manner as will not permit the personal identification of students and their parents by persons other than representatives of such organizations and such information will be destroyed when no longer needed for the purpose for which it is conducted; (g) accrediting function; (h) parents of a dependent student as defined in section 152 of the Internal Revenue Code of 1957; (i) in connection with an emergency, appropriate persons may be advised if the knowledge of such information is necessary to protect the health and safety of the student or other persons; (j) in compliance with judicial order or pursuant to lawfully issued subpoena, upon condition a reasonable attempt to notify the student is made in advance of the compliance therewith.
School of Graduate Studies
E344 Student Union
Voice: (937) 775-2976
Fax: (937) 775-2453