FERPA

ANNUAL NOTIFICATION OF RIGHTS UNDER
THE FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT
(FERPA)

Click here:  FERPA Non-Disclosure Request Form

The Family Educational Rights and Privacy Act of 1974 is a Federal law which states (a) that written institutional policy must be established and (b) that 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 education records.

FERPA applies to students attending any educational program at Rosalind Franklin University of Medicine and Science.  Students are granted rights under FERPA if they are currently attending Rosalind Franklin University of Medicine and Science or have been in attendance, regardless whether in a credit, no-credit, degree or non-degree credit program.  FERPA does not apply to applicants of a school or college at Rosalind Franklin University of Medicine and Science who have been admitted but who have not actually been in attendance. 

No one outside the institution shall have access to, nor will the institution disclose any personally identifiable information from student education records without the written consent of the student 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 interest. 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 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. 

Within Rosalind Franklin University of Medicine and Science, only those members, individually or collectively, acting with a legitimate educational interest are allowed access to student education records. A school official will have a legitimate educational interest if that school official has a need-to-know in order to fulfill his or her professional responsibility, assigned duty, or delegated function. These members include personnel in the offices of the Registrar, Comptroller, Financial Aid, Admissions, Student Affairs, Educational Affairs, and academic personnel who have a legitimate educational interest to review an education record in order to fulfill his or her professional responsibility.

At its discretion the institution may provide "Directory Information" in accordance with the provisions of the Act to include:  student name, local and home address, telephone number, university email address, photographs, date and place of birth, program of study, dates of attendance, degrees and awards received and the most recent previous educational agency or institution attended by the student, participation in officially recognized activities and sports, may be disclosed without restriction. Students may withhold "Directory Information" by notifying the Registrar in writing within two weeks after the first day of class for the fall term. Please note that your decision to withhold directory information will apply to all requests for directory information from within and outside the University community.  This restriction will remain in effect until you inform the Office of the Registrar in writing to remove the restriction you have invoked.

Some of the groups to which University officials may release information without a student’s prior written consent include following: officials from other educational institutions in which a student intends to enroll, to persons or organizations providing student financial aid, to accrediting agencies carrying out their accreditation function, to persons in compliance with a judicial order, disclosure to parents of a dependent student as defined by federal tax laws and to persons in an emergency in order to protect the health and safety of students or other persons.  All of these exceptions are permitted under the Act.

The Office of the Registrar has been designated by Rosalind Franklin University of Medicine and Science to coordinate the inspection and review procedures for student education records. Students have the right to inspect and review information contained in their education records within 45 days of the day the Registrar’s Office receives a request for access from the student. Students should submit to the Registrar, a written request that identifies the record(s) they wish to inspect. 

Students may not inspect and review the following as outlined by the Act:  financial information submitted by their parents; confidential letters and recommendations associated with admissions, to which the student has waived his or her right to access, or education records containing information about more than one student, in which the institution will permit access only to that part of the record which pertains to the inquiring student.  The institution is not required to permit students to inspect and review confidential letter and recommendations placed 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.

Education records do not include records of instructional, administrative, and educational personnel which are the sole possession of the maker and are not accessible or revealed to any individual except a temporary substitute, student health records, employment records or alumni records.  Health records, however, may be reviewed by physicians of the students' choosing with prior consent from the student.

Students have the right to request an amendment to their education record(s) that they believe is inaccurate or misleading. Students should submit a written request to the Registrar, clearly identify the part of the record(s) 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.

Decisions of the hearing panel will be final, will be based solely on the evidence presented at the hearing, and will consist of written statements summarizing the evidence and stating the reasons for the decisions, and will be delivered to all parties concerned. The education records will be corrected or amended in accordance with the decisions of the hearing panel, if the decisions are in favor of the students.  If the decisions are unsatisfactory to the students, the students may place with the education records statements commenting on the information in the records, or statements setting forth any reasons for disagreeing with the decisions of the hearing panel. The statements will be placed in the educational records, maintained as part of the students' records, and released whenever the records in question are disclosed.

Students who believe that the adjudication of their challenge was unfair, or not in keeping with the provisions of the Act may request in writing assistance from the Chief Academic Officer of Rosalind Franklin University of Medicine and Science.  Further, students who believe that their rights have been abridged, may file complaints with the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington, D.C. 20202-5920, concerning the alleged failures of Rosalind Franklin University of Medicine and Science to comply with the Act.

Revisions and clarifications will be published as experience with the new law and institution's policy warrants.

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