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Student Record Confidentiality |
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Access, Confidentiality and Disclosure of Student Records
IUPUC, in compliance with the Family Educational Rights and Privacy Act, provides that with the exception of directory information, all student records are confidential and available only to the student.
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:
Access
The right to inspect and review the student's education records within 45 days of the day the University receives a request for access. Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish 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 correct official to whom the request should be addressed.
The right to request the amendment of the student's education records that the student believes are inaccurate or misleading. Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her 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. After the hearing, if the University decision is not to amend the record, the student has the right to place a statement with the record outlining his or her view on the contested information.
Right to file a complaint
Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by Indiana University to comply with the requirements of FERPA.
Public/Directory Information
This is 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 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 (such as an attorney, auditor, or collection agent); a person serving on the
Board of Trustees; 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. Upon request, the University may disclose education records without consent to
officials of another school in which a student seeks or intends to enroll. Finally, public information may be
released freely unless the student files the appropriate form requesting that certain public information not
be released. This form is available online or
from the Office of the Registrar.
Public information at IUPUC is limited to:
| Name |
School or Division |
| University E-mail Address |
Class Standing |
| Major Field of Study |
Degrees and Awards |
| Dates of Attendance |
Activities |
| Admission or Enrollment Status |
Sports and Athletic Information |
| Campus |
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Parental access to student records
Under the Family Educational Rights and Privacy Act,
when a student turns 18 years of age or attends a postsecondary institution, the student, and not the
parent, may access, seek to amend, and consent to disclosures of his or her education records.
Students who wish to authorize access to their confidential student record information may use the
Third Party Access feature available in Self Service.
Release information from your student records to a third party
In compliance with the Federal Family Education Rights and Privacy Act of 1974 and the
University Policy on
Access to and Release of Student Education Records, the University is prohibited from
providing certain information from your student records to a third party, such as
information on grades, billing, tuition and fees assessments, financial aid (including
scholarships, grants, work-study, or loan amounts) and other student record information.
This restriction applies, but is not limited to your parents, your spouse, a sponsor, etc.
While University officials are prohibited from releasing your confidential information,
you may, at your discretion, grant permission to a third party to portions of your record
via Self Service in OneStart.
To pursue granting of Third Party Access:
- You must set up a separate record for each third party to whom you grant access to information from your student records.
- The information you designate will only be made available through the third party Access link in OneStart.
- This authorization does not authorize the third party guest to receive information from the University by any other methods, such as phone, email, or in-person visit. University officials continue to be prohibited from discussing your record with third parties.
When you click the "I Accept" button as part of the process, you are indicating that:
- You understand that any and all personally identifiable information is protected under FERPA.
- You further understand that you may waive that protection and give access to your records to individuals of your choice.
- You agree to waive your rights under FERPA and allow the individual(s) you name to access designated financial and academic records as they are available through the self service Third Party Access application.
- You understand that you are responsible for changing, amending or rescinding this authorization at any time. You understand that this access will be revoked when your access to self service expires.
- You are responsible for making clear to the third parties to whom you grant access that this does not allow for University officials to release any information. This access is strictly limited to the self service application.
Please note that your authorization to release information will expire when your
access to self service Self Service expires. At that time your third party guest's
access will also expire. However, you may revoke your authorization at any time by
removing access permission from a third party guest viewer through OneStart. Access
can be revoked by deleting the record
to your third party guest.
Availability of Public Information
Certain student information maintained in the Office of the Registrar is
considered public. The complete list appears above. The university maintains an
on-line address book which allows a user
to find a limited set of information for an individual student by searching on a
student's name or university network id. The address book displays the student's
school, major, class standing, and, if available, the student's e-mail address.
IUPUC uses a course management system m called Oncourse.
Through use of Oncourse, all students enrolled in a
course section will see the names of their classmates unless a student has filed a restraint of
information in the Office of the Registrar (see below). The list of names is only available to the
instructor and those enrolled in the specific class and does not provide a students complete course
schedule. A student's course enrollment is available only to students enrolled in that
course section and not to anyone outside of the university. Only the name will appear unless the
individual student releases additional information to fellow classmates through use of the
Oncourse Profile system.
Restraint of Release of Student Information
If you do not want all or some of the information released to any person other
than IUPUC faculty or staff, complete a
Restraint of Release of Student Information Form and return it to the Office
of the Registrar. A confidentiality flag will be added to your record by the
Office of the Registrar. The restrainer will also block all information from appearing in the on-line address book, to classmates
in Oncourse.
To remove the restrainer, complete a Removal of the Restraint of Release of Student Information Form and
return it to the Office of the Registrar.
Disclosures
From time-to-time, the university is served with a subpoena for portions of a student's record.
In these cases, we will write to the student or the student's attorney (if known) and inform them
that unless we receive written notification that the student will attempt to quash the subpoena,
we will provide the information requested, even if the student has placed a restriction on his or her record.
A number of IUPUC degree programs prohibit enrollment to anyone listed on the Indiana Sex Offender Registry.
The Office of the Registrar will notify the school dean of any student on the Registry attempting to enroll in such programs.
Records of arrests and/or convictions and traffic accident information
are public information and may be released to anyone making inquiry of the University Policy.
For additional questions regarding the policy on the release of student information, contact the Office of the Registrar.
For a full copy of the university policy on student records, see Appendix 4 in the Code of Student Rights,
Responsibilities, and Conduct.
IUPUC does not provide lists of students or an individual student's address or phone number to outside businesses,
agencies, students, or other parties. We will provide phone numbers in emergency situations and only following
consultation with university police. However, because IUPUC participates in Federal Programs, we are required by
Federal Law to make available to military recruiters the name, address, age, and prior military service status of
all students at IUPUC.
The university sponsors a credit card to IU
students and alumni. A small portion of each charge is paid to the university while students and alumni have the
opportunity to demonstrate their support of the university. A list of students is provided to the vendor each year for
purposes of solicitation for this credit card only. Under terms of the contract the vendor may not share the list of
students or alumni with other vendors. Students who have filed a restraint of release of information will not appear on this list.
Don't let identity thieves steal your future! - Read more from the United States Department of Education about protecting yourself against identity theft.
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