College Policy on Disclosure of student information
The Family Educational Rights and Privacy Act (FERPA), as defined in 1974 and subsequently amended, is a federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S Department of Education.
Eureka College maintains an educational record for each student who is or has been enrolled at the College. In accordance with FERPA, all eligible students have the following rights under this act:
- The right to inspect and review the student’s educational records maintained by the school.
- The right to request that a school correct records which a student believes to be inaccurate or misleading.
- If the school decides not to amend the record, the student has a right to request a formal hearing to challenge the content of the educational record. After the hearing, if the school decides not to amend the record, the student has the right to place a statement with the record setting forth his or her view about the contested information.
- The right to prevent disclosure without consent of the student, with certain exceptions, of information from the student’s educational records.
- The College must receive written permission from a student in order to release any information from a student’s educational record. FERPA does allow schools to disclose without the student’s consent the following information to the parties or under the conditions specified:
- School officials with legitimate educational interest;
- Other schools to which a student is transferring;
- Specified officials for audit or evaluation purposes;
- Appropriate parties in connection with financial aid for a student;
- Organizations conducting certain studies for or on behalf of the school;
- Accrediting organizations;
- To comply with a judicial order or lawfully issued subpoena;
- Appropriate officials in cases of health and safety emergencies.
In addition, the College may disclose, without a student’s consent, what FERPA defines as "directory" information (student’s name, address, telephone number, date and place of birth, honors and awards, dates of attendance). A student may request that any or all of this information not be released by completing the appropriate form in the Office of Student Programs and Services.
Location of student files
Student Master File – This file maintains the student’s application form, admissions information, correspondence concerning these records, permanent academic record and is maintained in the Office of Registration and Records.
SPS Student File – The Student Programs and Services Office maintains a file on each student that includes information regarding student life. This may include health records, insurance claims, applications for organizations and award recognition, absence reports, and other incident reporting statements. This file is maintained in the Office of Student Programs and Services and is supervised by the Associate Dean.
Academic Record (transcript) – This is a record of a student’s academic progress and is located in the Office of Registrar and Records. The records are supervised by the Assistant Dean for Records.
Financial Aid File – This file maintains the family financial statements, loan information and financial aid accounts (including student employment information), etc. This file is maintained in the Office of Financial Aid.
Student Disciplinary Records – These files are maintained only on students who have current disciplinary sanctions pending or on record. This file is maintained by the Office of Student Programs and Services.
Placement Records – Students may have on file a placement file in the Placement Office which includes resumes and references to assist in employment and placement.
Teacher Education Records – The Education Department maintains on all prospective teachers and those individuals enrolled in Teacher Education courses, files describing student performance, references, student teaching evaluations, etc.