Student Academic Records – Undergraduate and Graduate

The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, is a Federal Law that sets forth requirements regarding the privacy of student records.  FERPA governs the disclosure of education records maintained by the university and the access to these records. FERPA rights transfer to the student at the time the student enrolls in Piedmont University.

FERPA provides students with the right to:

• inspect and review their education records
• request to amend their education records and to have a hearing if the outcome of the challenge is unsatisfactory, including the option for the student to submit an explanatory statement for inclusion in the student’s record if the decision of the hearing panel is unacceptable to the student
• limit the disclosure of directory information by notifying the Registrar. Requests for non-disclosure will be honored for only one academic year; therefore, authorization to withhold directory information must be filed annually with the Registrar
• file a written complaint with the Department of Education concerning an alleged failure by Piedmont to comply with FERPA.

The Registrar at Piedmont University has been designated by the institution to coordinate the inspection and review procedures for student education records. FERPA defines student education records as “records, files, documents, and other materials which contain information directly related to a student and are maintained by a university or by a person acting for a university.” Within 45 days of receiving a request, universities must allow students to inspect those education records. Excluded from the definition of student education records are records made about students by faculty and administrators for their own use and not shown to others. Students wishing to review their records must make written, signed requests to the Registrar listing the item(s) of interest. Only records covered by the Act will be made available. Students may have copies made 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 source document which exists elsewhere). Law enforcement records, student health records, employment records, alumni records, parental tax documentation, letters of recommendation, and records containing information about another student may not be reviewed.

Piedmont University may provide directory information without the student’s written consent in accordance with the provisions of the Act.  Directory information at Piedmont follows: student name, address, telephone number, email address, date and place of birth, major field of study, dates of attendance, degrees and awards received, the most recent previous educational agency or institution attended by the student, participation in officially recognized activities and sports, weight and height of members of athletic teams, and photographic, video and digital images.

In general, the student has the right to control to whom the student’s education record is released.  FERPA allows for release of a student’s education records without the student’s written permission under the following exceptions:

• to school officials with a legitimate educational interest or “need to know” to fulfill their job obligations
• to officials at another institution in which the student intends to enroll
• to the Department of Education or state/local education authorities
• in connection with the receipt of financial aid
• to organizations conducting studies to improve instruction or to accrediting agencies
• in response to a parental affidavit, a judicial order, or lawfully issued subpoena
• to health and safety officials in response to a health/safety emergency
• disclosure of disciplinary information to the alleged victim of a crime of violence
• to parents of any student under the age of 21; a violation of federal, state, local or institutional laws/regulations related to substance abuse