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Family Educational Rights and Privacy Act (FERPA)

Loyola University Maryland has a commitment to protect the confidentiality of student records. The University makes every effort to release information only to those individuals who have established a legitimate educational need for the information. Documents submitted to the University by the student or other authorized person or agency for the purpose of admission to the University become the property of Loyola University Maryland and cannot be released (originals or copies) to another party by request.

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 written request for access.

Students should submit to the registrar, dean, academic department chair, or other appropriate official, written requests that identify the record(s) they wish to inspect. The University official will arrange 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.

2. The right to request the amendment of the student's education records that the student believes is inaccurate.

Students may ask the University to amend a record that they believe is inaccurate. 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. 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.

3. 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.

Under FERPA, grades are considered personally identifiable and confidential information, not directory information, and require the consent of the student to be released. If a student wants a parent/guardian to access grade information the student must provide proxy access to the parent/guardian via the Self Service proxy site. By granting or assigning proxy access to an individual, the student consents to the authorized disclosure of confidential information to the proxy person. Instructions for setting up proxy access can be found on the Parent Access website. Granting proxy access does not replace the need to complete and submit a FERPA authorization form. To discuss academic information with school officials, parents/guardians with proxy access need FERPA disclosure authorization.

If non-directory information is needed to address a disaster or other health or safety emergency, school officials may disclose that information to appropriate parties, without consent, if the University determines that knowledge of that information is necessary to protect the health or safety of the student or other individuals.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Loyola University Maryland to comply with the requirements of FERPA. The name and office that administrates FERPA is:

Family Compliance Policy Office
US Department of Education
400 Maryland Ave, SW
Washington DC, 20202-4605

FERPA requires that Loyola University Maryland, with certain exceptions, obtain the student's written consent prior to the disclosure of personally identifiable information from the student's education records. However, the University may disclose appropriately designated "directory information" without written consent, unless the student has advised the University to the contrary in accordance with University procedures. The primary purpose of directory information is to allow the University to include this type of information from the student's education records in certain institutional publications. Examples include the annual yearbook, Dean's List or other recognition lists, graduation programs; and directory information. Directory information is information that is generally not considered harmful or an invasion of privacy if released and can also be disclosed to outside organizations without a student's prior written consent. Outside organizations include, but are not limited to, companies that manufacture class rings or publish yearbooks.

Loyola University Maryland considers the following information to be directory information which can be released without the written consent of the student: name; photo; home, dorm, local, and e-mail address; home, dorm, local phone number; voice mailbox; class year; enrollment status; participation in officially recognized activities and sports; and weight and height of members of athletic teams. Every student has the right to file a written request with the University (Office of the Registrar) to restrict the listing of directory information in the electronic address directory. If a student does not want the University to disclose directory information from the student's education records without the student's prior written consent, the student must notify the University annually, in writing: Office of the Registrar, 4501 N. Charles Street, Baltimore, MD 21210-2699.

The University may disclose educational records to the parents of a dependent student, as defined in Title 26 USCSS 152 of the Internal Revenue Code. Proof of dependency must be on record with the University or provided to the office responsible for maintaining records prior to disclosure of the records. Students may also sign an Authorization to Disclose Non-Directory Information.