Student Records

A. STUDENT RECORDS

Privacy Act (FERPA)
A document entitled, "Notice of Rights of Students" is available through the office of the Vice President for Student Development to all staff and students. This documentation is designed to comply with the Family Education Rights and Privacy Act (FERPA) of 1974. The material covered in this document and the office in which it is filed are as follows:
1. Admissions Office: Admissions application, transcripts, recommendations, committee action, medical report, correspondence, ACT/SAT score reports. These documents are electronically filed in Archived Documents on-line.
2. Student Financial Services Office: Application for financial aid, Parent Confidential Report, action of committee, correspondence.
3. Records Office: Admissions electronic folder materials, archived records of registration, correspondence, committee actions, official memos, withdrawal forms, and a transcript of record of classes taken and grades received.
4. Business Office: Record of charges and payments. If a student works on campus, there will be a Student Employment Payroll file including name, job, and rate of pay.
5. Student Development Office: Counseling and advising information, an electronic record of chapel attendance folder, chapel attendance petitions.
6. Career Services Office: Placement file--application for placement file, statements of committee action regarding certificates, recommendations, summaries, transcripts. Student employment file--application for employment, record of jobs taken.
7. Wellness Center: Medical reports, current reports of treatment by nurse and/or doctor.
8. Residence Halls: Housing contract (with emergency information), sign out cards, special instructions or releases from parents.
Student Access

The right of access to education records includes: the list of records provided in this notice; the right to inspect and review the contents of records as indicated; the right to obtain copies of those records (at the actual costs of reproduction to the University); the right to respond to reasonable requests for explanation and interpretations of those records; and the right to an opportunity for a hearing to challenge the content of those records.

Procedure to obtain access: A written request must be given to the official in charge of the records. The student will be notified by a designated official of the time the record is available for review. In no case will this time be later than 45 days after the written request is received. Ordinarily the records should be made available as soon as a time can be arranged to the satisfaction of the parties involved. The review will take place at a location that is satisfactory to the official in charge of the record.

Confidentiality

In compliance with FERPA legislation, the faculty and staff of Point Loma Nazarene University do not share information with a third party about a student without the written consent of that student.
1. Limitations on access. Financial records of the student's parent or guardian or any information contained therein is not be made available to the student.
  Confidential letters and statements of recommendations, which were placed in education records prior to January 1, 1975, are not available to the student.
  If the student has signed a waiver of his/her right of access regarding confidential recommendations (respecting admission, application for employment, or application for an honor or honorary recognition), these confidential recommendations are not available.
2. Release of personally identifiable records. Point Loma Nazarene University does not permit access to or the release of education records or personally identifiable information (other than directory information) to any party except the following: University officials and faculty; staff in the office necessary to the continuation of the function; officials of other institutions in which the student seeks to enroll (with the condition that the student may receive a copy of the record, if desired, and have an opportunity for a hearing to challenge the content of the record); various federal and state officials designated in FERPA; officials involved with a student's application for, or receipt of, financial aid; other exceptions noted in section 99.30 of the Act.
  Where consent of a student is required for the release of education records, it must be in writing, be signed and dated by the person giving consent, and must include a) a specification of the records to be released, b) the reason for the release, and c) the names of the parties to whom the records will be released.
  Where consent is required, as stated in this section, a copy of records to be released shall be provided, on request, to the student (at actual cost of reproduction to the University).
  Information from education records may be released to appropriate persons in connection with an emergency if the knowledge of such information is necessary to protect the health or safety of a student or other persons.
3. Waiver of certain rights. A student may waive in writing his/her rights to inspect and review confidential letters and confidential statements as requested for admission, or for employment, or for honors. The waiver must be dated and signed by the student.
  A waiver may be revoked in writing with respect to any actions occurring after the revocation.
Use of Student ID Numbers

Student ID numbers are not directory information. Their usage is therefore restricted by FERPA. They may be used in such places as class lists but may not be publicly posted.