• Family Educational Rights and Privacy Act  of 1974 (FERPA)
• Directory Information
• Type and Location of Records
• Student Access
• Disclosure of Educational Records
• Right to Challenge
• Disciplinary Code
• Academic Impropriety
• Return to Academics Page

POLICY, PROCEDURES, AND RECORDS

Washburn University maintains various student records to document academic work and to record interactions with University staff and officials. The Family Educational Rights and Privacy Act of 1974 (FERPA) was enacted to protect each student's right to privacy and to provide each student the right to inspect and review his/her education records. This Act is also commonly known as the Buckley Amendment. A notice of this policy is published each semester in the "Class Schedule".

DIRECTORY INFORMATION

The University may release to the general public certain information about the student which has been identified by the institution as directory information. Directory Information at Washburn University includes: student's name, current address and phone number, permanent address and phone number, e-mail address , classification status (i.e. freshman, sophomore, etc.), major field of study, date and place of birth, dates of attendance, awards and academic honors, degrees and dates awarded, enrollment status (full-time, half-time, less than half-time), most recent educational institution attended, participation in officially recognized activities and sports, and height and weight of members of athletic teams.

A student may request that directory information about him or her not be released to the public. The student's request to have directory information withheld must be submitted to the Office of the University Registrar.

CAMPUS TELEPHONE DIRECTORY INFORMATION

Each fall a Campus Telephone Directory is published by the University Relations office. Students who choose not have their name, current address, phone number and classification status published in the directory must contact University Relations Office by August 30 of each year they are enrolled.

TYPES, CUSTODIANS AND LOCATIONS OF EDUCATION RECORDS

With the exception of Directory Information as described above, student records are considered to be confidential. Only the custodians of the records, their designee, or their director/dean/vice president to whom that person reports has the authority to release the record. The following is a list of the types of records that the University maintains, their custodians, and their locations.

1. (Official) Academic Records: University Registrar, Morgan Hall 115
2. Academic Records: Deans of Schools/College and/or Departmental Offices, Specific Locations listed in the Campus Directory
3. Academic Impropriety Records: Vice President for Academic Affairs Office, Morgan 262
4. Admissions Records: Director of Admissions, Morgan Hall 114
5. Business Records: Controller, Morgan Hall 205
6. Career Services: Coordinator of Career Services, Center for Learning and Student Success (CLASS) Morgan Hall 122
7. Counseling and Testing Records: Coordinator of Counseling and Testing, CLASS, Morgan 122
8. Financial Aid Records: Director of Financial Aid, Morgan Hall 267
9. International Student Records: Foreign Student Advisor, International House
10. Medical Records: Director of Student Health Services, Morgan Hall 170
11. Placement Records: Coordinator of Career Services, CLASS, Morgan Hall 122
12. Residence Hall Records: Director of Residential Living, Living/Learning Center
13. Student Disciplinary Records: Dean of Students, Morgan Hall 104
14. Traffic and Security Records: Chief of Police, Morgan Hall 156
15. Veteran Records: Student Services, Morgan Hall 150

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STUDENT ACCESS TO EDUCATION RECORDS

Students may inspect, review and/or receive copies of their education records upon written request to the appropriate record custodian with the exceptions noted below. The written request submitted to the record custodian or appropriate University staff should identify as precisely as possible the record or records he or she wishes to inspect. The record custodian or appropriate University staff must comply within a reasonable period of time, not to exceed 45 days from the receipt of the request. When a record contains information about more than one student, the student may inspect and review only the records which relate to him or her. If any question arises as to the identity of the requesting student, the student shall be asked to provide photo identification.

Washburn University reserves the right to refuse to permit a student to inspect or have access to the following records:

1. The financial statement of the student's parents.
2. Letters and statements of recommendation for which the student has waived his or her right of access, or which were placed in file before January 1, 1975.
3. Records connected with an application to attend Washburn University or a component unit of Washburn University if that application was denied.
4. Medical and counseling records. These records may be released, however, to other medical or psychological professionals at the written request of the student; and may be inspected by the patient at the discretion of the professional staff.
5. Law enforcement records.
6. Private notes of staff, faculty, and administrators.

Official transcripts of credit earned at other institutions which have been presented for admission or evaluation of credit and have become a part of the student's permanent record are not reissued or copies duplicated. Transcripts from other institutions, including the high school transcript and test scores, should be obtained from the original institution. Copies of records accessible to the student will be provided at the student's expense. The charge to the student for any such records is 25 cents per page.

When a student is delinquent in a financial account to the university, has incomplete admission credentials, or about whom official disciplinary action has not been resolved, the appropriate university official may request that the student's record not be released. The effect of this action is that grade reports, transcripts, and diplomas/certificates are not released. In addition to these documents not being released, registration and enrollment at Washburn in subsequent semesters is not permitted.

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DISCLOSURE OF EDUCATION RECORDS OR PERSONALLY IDENTIFIABLE INFORMATION

The University will obtain written consent from the student before disclosing records or personally identifiable information from education records of the student, except in the cases of:

1. School officials who have a legitimate educational interest in the records. A school official is:
   1. A person employed by the University in an administrative, supervisory, academic or research or support staff position.
   2. A person employed by or under contract to the University to perform a special task, such as an attorney or auditor.
   3. A student serving on an official committee, such as disciplinary or grievance committee or a student employed by the university (through financial aid or departmental/administrative office) who assists another school official in performing his or her tasks.

   A school official has a legitimate educational interest if the official is:

   1. Performing a task specified in his/her position description or by contract agreement.
   2. Performing a task related to the discipline of a student.
   3. Providing a service or benefit relating to the student or student's family, such as health care, counseling, job placement, or financial aid.
2. Officials of another school in which a student seeks or intends to enroll.
3. Authorized representatives of the Comptroller General of the United States, the Secretary of H.E.W., the U.S. Commissioner of Education, the Director of the National Institute of Education, and Assistant Secretary for Education and state educational authorities in connection with certain state or federally supported education programs.
4. Financial aid personnel in connection with a student's request for or receipt of financial aid as necessary to determine the eligibility, amount, or conditions of the financial aid, or to enforce the terms and conditions of the aid.
5. State and local officials or authorities to whom information is specifically required to be reported or disclosed according to State statute adopted before November 19, 1974.
6. Organizations conducting certain studies for or on behalf of the University.
7. Accrediting organizations to carry out their functions.
8. Parents of an eligible student who claim the student as a dependent for income tax purposes.
9. Authorities to comply with a judicial order or a lawfully issued subpoena.
10. Appropriate parties in a health or safety emergency.
    

University Security Personnel shall have access to student class schedules in an emergency situation when knowledge of the information concerning the emergency, is considered necessary to protect the health or safety of students or other persons.

University Security Personnel will attempt to verify the identity of the person requesting information and the emergency situation. The class schedule will not be released to the requesting individual but a security officer will attempt to contact the student directly.

A record of each disclosure request must be made and maintained. The record should include the name and address of the requestor, date and time of request, and the nature of the emergency situation. These records of requests are considered part of the students educational record.

11. Individuals inquiring about directory information designated by the University.
12. The results of any disciplinary proceeding conducted by the University against an alleged perpetrator of a crime of violence to the alleged victim of that crime.
    School officials who have access to student educational records should view only the records associated with carrying out their responsibilities to the University. School officials will not disclose non-directory information to other school officials or university employees unless that person has a legitimate educational reason for knowing the information.

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NOTICE TO THIRD PARTIES

The University must inform the parties to whom a student's education record or personally identifiable information is given that they are not permitted to disclose that information to another person (third party) without the written consent of the student and that the information is to be used only for the purpose(s) intended. Persons who receive a student's education record or personally identifiable information about the student may disclose such information to other persons only if the name of the additional persons and the legitimate interest of such persons is provided as apart of the original request.

MAINTAINING EDUCATION RECORDS AND RECORDS OF REQUESTS AND DISCLOSURES

Each office that maintains education records shall adopt its own policy with regard to destruction of education records. No education record, however, may be destroyed if there is an outstanding request to inspect and review the record. Also, the record of requests for the disclosures of the education record and any explanation that are a part of the record must be maintained for as long as the education record to which it pertains is maintained.

Washburn University officials responsible for the various types of records will maintain a record of all requests for disclosure of information from a student's education records. The record will indicate the name of the party making the request, any additional party to whom it may be redisclosed, and the legitimate interest the party had in requesting or obtaining the information. The record of request is open to inspection of the student.

Records of requests and disclosures may not be maintained or may be maintained for only a limited time for:

1. requests made by the student him/herself;
2. requests for which the student has given written consent;
3. requests made by school officials with legitimate education interests; or
4. requests for directory information.

STUDENT'S RIGHT TO CHALLENGE INFORMATION CONTAINED IN EDUCATION RECORDS

Students have the right to challenge the content of an education record that they believe inaccurate, misleading, or in violation of their privacy rights. No hearing under this policy shall be granted for challenging the underlying basis for a grade; however, the accuracy of its recording could be challenged. Following are procedures for challenging the content of education records:

1. A student must ask the appropriate school official to change or modify the record by identifying the part of the record they want changed and specify why the information is inappropriate.
2. After researching the request, the Washburn University official may comply with the request and make the changes wanted. If the school official decides not to comply, the student will be notified in writing of the decision and advised of his/her right to a hearing to challenge the information believed to be inappropriate.
   1. All requests for a formal hearing by the student shall be directed to the appropriate Area Head and shall contain a concise written statement of the specific facts constituting the student's claim.
   2. The hearing will be conducted by a hearing officer who is a University staff member but who does not have a direct interest in the outcome of the challenge and who shall be appointed by the appropriate Area Head or his/her designee. The hearing shall be held within a reasonable time of receipt of the student's request and the student shall be notified reasonably in advance by the hearing officer of the date, place and time of the hearing.
   3. At the hearing, the student shall be afforded a full and fair opportunity to present evidence relevant to his/her claim and may, at his or her expense, receive assistance from any individuals of his/her choice.
3. The hearing officer shall make a written recommendation to the appropriate Area Head with written findings of facts concerning the student's request within ten working days of the hearing. The appropriate Area Head or his/her designee shall notify the student in writing of the decision within an additional fourteen working days of receipt of the hearing officer's report. The decision must include a summary of the evidence and the reasons for the decisions.
4. If the appropriate Area Head is adverse to the student's request, the student will be notified that he/she has a right to place in the record a statement commenting on the challenge information and/or a statement setting forth reasons for disagreeing with the decision.
5. The statement will be maintained as a part of the student's education records as long as the contested portion is maintained. If Washburn University discloses the contested portion of the record, it must also disclose the student's summary statement.
6. If the student's challenge to the content of a given record is successful, the University shall amend the education record accordingly and so inform the student in writing.

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COMPLAINTS

A student who believes the University has not complied with federal law or regulations should check first with the office involved or the Area Head to which it reports. If the student wishes to file a complaint with the federal government concerning the University's failure to comply with the Privacy Act, he/she may send a written complaint to The Family Educational Rights and Privacy Act Office, 400 Maryland Avenue, S.W., Washington, D.C. 20202.

TRANSCRIPT

A transcript is an official copy of a student's permanent academic record. Official transcripts are available from the Office of the University Registrar. Each transcript costs $3.00. A transcript request must be written and the fee must be paid in advance. A transcript request will not be processed for students who have financial or other obligations to the university.

Transcripts may be requested in person upon showing some form of photo identification at the University Registrar's Office, 115 Morgan Hall during regular business hours or by dropping in the University Registrar's Office drop box east of the Office after the office is closed. Any transcript mailed, or faxed to, or picked up by the student will be marked "Issued to Student".

Transcripts may be requested through the mail or by fax (785) 231-1104. A mailed request must be sent to the Office of the University Registrar, Morgan Hall 115. The request should include the following information: current name and other names while attending Washburn, student signature, identification number/social security number, return address for receipt purposes, date of birth, date of attendance at Washburn, the number of transcripts requested, complete and accurate address where each transcript is to be sent, $3.00 for each transcript requested paid at the time of request. A faxed request may request that a transcript be mailed or faxed. If the transcript is to be faxed, the request must include the information listed above as well as the fax number, who is to receive the fax, and the Company/Agency/Institution name where it is to be faxed. Faxed requests will not have processing priority over requests received by mail or in person. Some agencies or institutions will not accept faxed transcripts as official.

Checks which are mailed or given at the counter should be made payable to Washburn University. Fax requests must be paid by credit card. The University accepts Visa, Master Card, and Discover (Novus). A fax request must include the type of card, the number of the card, its expiration date, and signature of student. Fax requests without complete information including credit card information cannot be processed.

A Transcript Request form may also be obtained by printing it after accessing www.washburn.edu/registrar/forms.html. It may be returned to the University Registrar's Office by mail, fax, or in person by following the relative procedures described in this section.

GRADE REPORTS

At the end of the Fall and Spring semester; and the first 5-week session, 8-week session, and the second 5-week session of the Summer Term, a final grade report is made by instructors to the Office of the University Registrar on every enrolled student. This report becomes a part of the student's permanent record. Grade reports are mailed to students within two weeks after the close of the semester/term. Grades may not be secured by telephone. Grade reports are sent only to students themselves.

STUDENT CONDUCT

The University expects conduct of all students which is consistent with the law and with generally accepted principles of academic behavior. The University retains the right to secure the safety of individuals, the protection of property, and the continuity of the educational process. Any interference with access to University facilities, interruptions of educational activities, or damage to property exceeds permissible bounds. Although remedies are available through local law enforcement bodies, the University may elect to impose its own disciplinary sanctions. Information regarding student rights and the rules governing student behavior are found in the Washburn University Student Conduct Code. It is available in the Dean of Students Office, Morgan Hall Room 104.

DRUG FREE SCHOOLS
THE CLERY ACT & CAMPUS SECURITY

The Washburn University’s annual security report includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by Washburn, and on public property within, or immediately adjacent to and accessible from, the campus. Other reports include institutional policies concerning campus security, such as policies concerning alcohol and other drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. A copy of the report can be obtained by contacting the Office of Student Life (Morgan 104, 785-231-1010 ext. 1390) or by accessing following website: http://www.washburn.edu/right-to-know/crime-statistics.html

ACADEMIC IMPROPRIETY POLICY

Excerpts of this policy are printed each semester in the schedule of classes. For a complete copy of the Academic Impropriety Policy, contact the Vice President for Academic Affairs Office, Morgan Hall 262.

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