Policy 6303 – Family Educational Rights and Privacy Act

WWW Posting Date: 1/15/2002

Responsible Office: Student Affairs

The Family Educational Rights and Privacy Act of 1974 (as amended) is a Federal law
that provides guidelines for educational institutions regarding protection and release
of student education record information.

Education records are those that contain information directly related to a student
and are maintained by Louisiana Tech University in the Registrar’s Office.

Directory Information is that personally identifiable student information not generally
considered harmful or an invasion of privacy if disclosed. Prior consent of the student
is not required for disclosure of Directory Information, unless the student has specifically
requested, in writing, that Louisiana Tech University not disclose this information.
The Office of Student Affairs manages these privacy requests. Student Affairs publishes
a quarterly list of privacy requests, which is distributed to each College. Faculty
and staff with access to student educational record information should be familiar
with and check this roster prior to release of directory-type information each time
they receive a request. Please direct any questions regarding release of student information
to the Registrar.

The following elements are considered to be Directory Information at Louisiana Tech
University: name, date, and place of birth; local address; permanent address; telephone
listing; classification; major field of study; dates of attendance at Tech; degrees,
honors, and awards received; most recently attended educational institution; current
class schedule; photos; e-mail address; participation in Tech activities and sports;
weight and height of members of Tech athletic teams. NOTE: Social Security Numbers
and Student PIN numbers are 
NOT Directory Information.

FERPA provides Louisiana Tech students with the following rights with respect to their
education records:

The right to inspect and review the student’s education records within 45 days of the
day Louisiana Tech University receives a written request for access.

Students should submit a signed request identifying the education records they wish
to inspect to the Registrar. The Registrar will make arrangements for access and notify
the student of the time and place where the student may review their education records.

The right to request Louisiana Tech University to amend that part of the student’s
education records that the student believes is inaccurate or misleading.

Students may ask Louisiana Tech University to amend a record that they believe is
inaccurate or misleading. The student will provide the Registrar with a written statement
clearly identifying the part of the record they want changed and why it is inaccurate
or misleading. If the Registrar, after consultation with the affect Academic Director,
Department Head, Dean, and/or Provost, decides not to amend the record as requested
by the student, the Registrar will notify the student of this decision. Further, the
Registrar will advise the student of his or her right to an appeal regarding the request
for amendment.

The Final Grade and Academic Appeals Procedure will be the process followed to provide
the student this right to appeal. The affected College’s committee on standards will
hear the appeal. They will make a recommendation to the Dean, whose decision will
be final and carried out by the Registrar.

If the Dean denies the appeal decision (e.g. do not amend the record), the student
has a right to insert a statement in his or her education records. Tech must maintain
this statement with the student’s record and disclose the statement each time the
educational record is legally requested.

The right to consent to disclosures of personally identifiable information contained
in the student’s education records, except to the extent that FERPA authorizes disclosure
without consent.

One exception, which permits disclosure without consent, is disclosure to school officials
with legitimate educational interests. A school official is a person employed by Louisiana
Tech 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 Louisiana Tech University has contracted (e.g. an attorney, auditor,
or collection agency); a person serving on the Board of Supervisors; or a student
serving on an official committee, such as a disciplinary or grievance committee, 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 responsibility.

The right to file a complaint with the U.S. Department of Education concerning alleged
failures by Louisiana Tech to comply with the requirements of FERPA. The address of
the office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
600 Independence Avenue, SW
Washington, DC 20202-4605