Condensed Version of the Institutional Policy for Compliance

Condensed Version of the Institutional Policy for Compliance

The Family Educational Rights and Privacy Act of 1974, as amended (“FERPA”), is a Federal law which states that (a) a written institutional policy must be established by our university and (b) a statement of adopted procedures covering the privacy rights of students be made available. The law provides that the institution will maintain the confidentiality of student educational records.

Loyola Marymount University (“LMU”) recognizes, abides by and enforces the confidentiality of student records under FERPA. No one outside the institution shall have access to nor will the University disclose any information from the educational records of students without their written consent except as required by FERPA. These FERPA exceptions include disclosure of student educational records without the student’s consent to personnel within the university determined to have legitimate educational interests (these persons have responsibilities in connection with LMU’s academic, administrative, or service functions and have reason for using student records connected with their campus or other related academic responsibilities; to officials of other educational institutions in which students seek to enroll; to persons or organizations providing students financial aid; to accrediting agencies carrying out their accreditation functions; to authorized representatives auditing and evaluating Federal and State supported programs; to persons in compliance with a judicial order, or pursuant to any lawfully issued subpoena; to a court in any legal actions initiated by the student against LMU, without a court order or subpoena to authorized Federal and state officials; to parents of a dependent student; to an alleged victim of any crime of violence; the final results of any disciplinary proceeding conducted by LMU respecting a student; and, to persons in an emergency in order to protect the health and safety of students or other persons. All of the exceptions are provided for and are permitted under FERPA.

Within the Loyola Marymount University community, only those school officials (faculty and staff members), individually or collectively, acting in the students’ educational interests are allowed access to student education records. These members include personnel in the Offices of the University Registrar, the Deans, the Controller, Admissions, Financial Aids and other personnel within the limitations of their need to know.

At its discretion, Loyola Marymount University may provide public or directory information in accordance with the provisions of FERPA to include: student name, address, telephone number, electronic mail address, date and place of birth, major field of study, dates of attendance, photographs or images of the student, degrees and awards received, the most recent previous educational agency or institution attended by the student, participation in officially recognized activities and sports, and height and weight of members of athletic teams.

Students may withhold directory information by filing a “Request to Prevent Disclosure of Directory Information” in the Office of the Registrar by the close of official registration. Requests for nondisclosure will be honored by the institution for only one semester; therefore an authorization to withhold directory information must be filed each semester in the Office of the Registrar.

The law provides students with the right to inspect and review information contained in their educational records, to challenge the contents of their educational records, to have a hearing if the outcome of the informal challenges is deemed unsatisfactory by the student, and to submit explanatory statements for inclusion in their files with the record challenged, if they feel the decisions of the hearing panels to be unacceptable. The University Registrar at Loyola Marymount University has been designated by the institution to coordinate the inspection and review the procedures for students’ educational records. Students wishing to review their educational records must make written requests to the University Registrar listing the item or items of interest. Only records covered by FERPA will be made available within forty-five days of the receipt of a request.

Students may request copies of their records with certain exceptions (e.g., a copy of the academic record for which a financial “hold” exists, or a transcript of an original or source document which exists elsewhere, or records placed in files prior to January 1, 1975, written and collected under established policies of confidentiality). These copies will be made at the students’ expense.

Educational records do not include records of instructional, administrative and educational personnel which are in the sole possession of the maker and are not accessible or revealed to any other individual except a temporary substitute, records of the law enforcement unit, employment records or alumni records and student health records; however, health records may be personally reviewed by a physician or other appropriate professional of the students’ choosing.

Students may not inspect and review the following as outlined by FERPA: financial information submitted by their parents; confidential letters and recommendations associated with admissions, honors, employment or job placement to which they have waived their rights of inspection and review; or educational records containing information about more than one student, in which case the institution will permit access ONLY to that part of the record which pertain to the inquiring student. The institution is not required to permit students to inspect and review confidential letters and recommendations places in their files prior to January 1, 1975, provided those letters were collected under established policies of confidentiality and were used only for the purposes for which they were collected.

Students who believe that their educational records contain information that is inaccurate or misleading, or otherwise in violation of their privacy or other rights may discuss their concerns informally with the University Registrar or with the person directly responsible for the recording and maintenance on the educational record in question. If the decisions are in agreement with the student’s request, the appropriate records will be corrected and amended. If not, the student will be notified within a reasonable period of time that the records will not be amended, and he or she will be informed by the University Registrar of his or her right to a formal hearing. Student requests for a formal hearing must be made in writing to the Academic Vice President who, within a reasonable period of time after receiving such request, will inform the student of the date, place, and time of the hearing. The student may present evidence relevant to the issues raised and may be assisted or represented at the hearing by one or more persons of his or her choice, including attorneys, at the student’s expense. The hearing panel which will adjudicate such challenges will be those individuals designated by the Academic Vice President and will include the student’s academic dean, faculty advisor, and at least two faculty members as well as the student representative, if acceptable to the student seeking the hearing.

Decisions of the hearing panels will be final and will be based solely on the evident presented at the hearing and will consist of written statements summarizing the evidence and stating the reasons for the decision. Decisions will be delivered to all parties concerned. The educational records will be corrected or amended in accordance with the decision of the hearing panel, if the decision is in favor of the student. If the decision is not in favor of the student, the student may place with his or her educational record a statement commenting on the information in the records, or a statement setting forth any reasons for disagreement with the decision of the hearing panel. The statements will be placed in the educational records, maintained as a part of the student’s record, and released whenever the records in question are disclosed.

Students who believe that the adjudications of their challenges were unfair, or not in keeping with the provisions of FERPA may request assistance in writing from the President of Loyola Marymount University to aid them in filing complaints with the Family Policy Compliance Office, the U.S. Department of Education, 400 Maryland Ave., SW, Washington, D.C. 20202.

The Family Educational Rights and Privacy Act of 1974, as amended (“FERPA”), is a Federal law which states that (a) a written institutional policy must be established by our university and (b) a statement of adopted procedures covering the privacy rights of students be made available. The law provides that the institution will maintain the confidentiality of student educational records.

Loyola Marymount University (“LMU”) recognizes, abides by and enforces the confidentiality of student records under FERPA. No one outside the institution shall have access to nor will the University disclose any information from the educational records of students without their written consent except as required by FERPA. These FERPA exceptions include disclosure of student educational records without the student’s consent to personnel within the university determined to have legitimate educational interests (these persons have responsibilities in connection with LMU’s academic, administrative, or service functions and have reason for using student records connected with their campus or other related academic responsibilities; to officials of other educational institutions in which students seek to enroll; to persons or organizations providing students financial aid; to accrediting agencies carrying out their accreditation functions; to authorized representatives auditing and evaluating Federal and State supported programs; to persons in compliance with a judicial order, or pursuant to any lawfully issued subpoena; to a court in any legal actions initiated by the student against LMU, without a court order or subpoena to authorized Federal and state officials; to parents of a dependent student; to an alleged victim of any crime of violence; the final results of any disciplinary proceeding conducted by LMU respecting a student; and, to persons in an emergency in order to protect the health and safety of students or other persons. All of the exceptions are provided for and are permitted under FERPA.

Within the Loyola Marymount University community, only those school officials (faculty and staff members), individually or collectively, acting in the students’ educational interests are allowed access to student education records. These members include personnel in the Offices of the University Registrar, the Deans, the Controller, Admissions, Financial Aids and other personnel within the limitations of their need to know.

At its discretion, Loyola Marymount University may provide public or directory information in accordance with the provisions of FERPA to include: student name, address, telephone number, electronic mail address, date and place of birth, major field of study, dates of attendance, photographs or images of the student, degrees and awards received, the most recent previous educational agency or institution attended by the student, participation in officially recognized activities and sports, and height and weight of members of athletic teams.

Students may withhold directory information by filing a “Request to Prevent Disclosure of Directory Information” in the Office of the Registrar by the close of official registration. Requests for nondisclosure will be honored by the institution for only one semester; therefore an authorization to withhold directory information must be filed each semester in the Office of the Registrar.

The law provides students with the right to inspect and review information contained in their educational records, to challenge the contents of their educational records, to have a hearing if the outcome of the informal challenges is deemed unsatisfactory by the student, and to submit explanatory statements for inclusion in their files with the record challenged, if they feel the decisions of the hearing panels to be unacceptable. The University Registrar at Loyola Marymount University has been designated by the institution to coordinate the inspection and review the procedures for students’ educational records. Students wishing to review their educational records must make written requests to the University Registrar listing the item or items of interest. Only records covered by FERPA will be made available within forty-five days of the receipt of a request.