Family Educational Rights and Privacy Act
Carson-Newman University
Carson-Newman University provides for the confidentiality of student records in accordance with the Family Educational Rights and Privacy Act, as amended. This act provides for the right of access by a student to his/her files and records with certain limited exceptions and prohibits the disclosure of information without the student’s written approval, with certain limited exceptions, other than for disclosure of directory information.
Directory information includes student name, address, telephone numbers, email-addresses, photograph, date and place of birth, dates of attendance, enrollment status (full-time or part-time), major field of study, degree, awards, and anticipated date of graduation, the most recent previous educational institution attended, participation in school activities and sports,. Students wishing to withhold directory information may do so by notifying the Registrar in writing.
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:
(1) The right to inspect and review the student’s education records within 45 days of the day the university receives a request for access.
A student should submit to the registrar, dean, chair of the academic department, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The university official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the appropriate official to whom the request should be addressed.
(2) The right to request the amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.
A student who wishes to ask the University to amend a record should write the University official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.
(3) The right to a hearing if the request to correct an alleged inaccuracy is denied.
If the University decides not to amend the record as requested, the university will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
(4) The right to provide written consent before the University discloses personally identifiable information from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
The University may disclose education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted as its agent to provide a service instead of using University employees or officials (such as an attorney, auditor, or collection agent); a third party engaged in research conducted on
behalf of the university provided such information is not disclosed to any other authorized party; or a student, serving on a university committee authorized by a university official, such as a disciplinary or grievance, or assisting another school official in performing his or her tasks.
A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the University.
Upon request, the University may disclose education records without consent to officials of another school in which a student seeks or intends to enroll.
(5) The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5901
The Family Educational Rights and Privacy Act provides that educational records of a student who is a dependent of his/her parents(s) for Internal Revenue purposes may be disclosed to the parents(s) without first receiving the student’s consent provided documentation showing the student to be a dependent under the provisions of the Internal Revenue Code is presented by the parent(s). Students may also authorize the release of otherwise confidential information, i.e., grades, academic progress, class attendance, financial data, and disciplinary actions to parents or others by signing a consent to disclose form available in the Office of the Registrar.
The following is a partial list of records maintained in university offices and the official responsible for each:
Academic records and transcripts: Registrar
Student Judicial Records: Vice President for Student Affairs and Director of Judicial Services
Student Co-curricular and Extracurricular Participation: Vice President for Student Affairs
Placement Files: (complied by the student) Academic Support Center
Carson-Newman University defines a student as enrolled the first day the student begins attendance at the University.
For Additional information regarding Family Educational Rights and Privacy Act policies, please contact the University Registrar at 865-471-3240 or registrar@cn.edu.
Updated April 2016
