Release of Student Information Policy
Assoc. Vice President for USSS
In compliance with Section 438 of the "General Education Provisions Act" (as amended) entitled "Family Educational Rights and Privacy Act," the following constitutes the institution's policy which instructs the student in the procedures available to provide appropriate access to personal records, while protecting their confidentiality.
Public information shall be released freely unless the student files the appropriate form requesting that certain public information not be released. This form is available at: [See campus-specific documents for location.
All students have records in one or more of the following offices and maintained by the administrative officer listed: [See campus-specific documents for appropriate offices, locations, and officers for permanent record, school or college files, etc.
Some departments maintain records separate from the school or college. A list of departments which have separate records, their location, and person responsible for the record may be obtained from the office of the dean of the school or college in which the department is located.
Students may also have records in the following places: [Here each campus will list its appropriate offices. [See campus-specific documents for a list of appropriate offices such as financial aids, bursar, placement and police.]
The privacy of all records may be broken at a time of emergency defined in terms of the following considerations:
A student's record is open to the student, with the following exceptions:
The employment records excluded from accessibility are kept in the normal course of business which relate exclusively to persons as employees and are not used for any other purposes.
Medical and psychological records are presently governed by State Statute, Burns IndianaStatutes, 1971 Code Edition, 34-1-14-5 and 25-33-1-17 which rigidly protects their confidentiality. They are not available to anyone other than those providing treatment, but can be reviewed by a physician or appropriate professional of the student-patient's choice.
To ensure the validity and confidentiality of references prepared off-campus and on-campus, certain documents may carry waivers, signed by the student relinquishing the right of access to the document.
Student records are open to school officials who have a legitimate educational interest in their contents, except where access is prohibited by special policies such as those governing medical and psychological records.
The University has established the following procedures enabling the student to have access to his record and has provided for interpretation and challenge:
Normally, records can be released--or access given--to third parties (i.e., anyone not a "school official") only at the written request of the student.
Nothing in this policy requires the continued maintenance of any student record. However, if under the terms of this policy a student has requested access to the record, no destruction of the record shall be made before access has been granted to the student. Persons in charge of records should ensure that only pertinent items are retained in student files.
Certain definitions and principles contained in the law and proposed guidelines are specifically adopted in the policy:
"Student" is defined as one who has attended or is attending Indiana University, and whose records are in the files of the University.
"Educational records" do not include records retained by individuals which are not accessible to any other person except a substitute faculty/staff member.
"Public information" is limited to name; address; e-mail address; phone; major field of study; dates of attendance; admission or enrollment status; campus; school, college, or division; class standing; degrees and awards; activities; sports; and athletic information. Records of arrests and/or convictions and traffic accident information are public information and may be released to anyone making inquiry.
"Record" means any information or data recorded in any medium, including but not limited to: handwriting, print, tapes, film, microfilm, microfiche, and electronic media.