FERPA and Student Records Access Policies
Lincoln University (LU) fully complies with the California Education Code, Section 76200 et seq.; Title V, California Code of Regulations, Section 54600 et seq.; and Family Educational Rights and Privacy Act (Buckley Amendment, also known as FERPA) of 1974 (20 U.S.C. § 1232g; 34 CFR Part 99). FERPA is a federal law that protects the privacy of students' and provides certain rights to the students with respect to their educational records maintained by the University. In general, these rights include:
The right to inspect and review their educational records within 45 days of the day LU receives a student's request for access. Students who wish to inspect educational records should submit a request to the Registrar's Office in writing, identifying the specific records that the student wishes to inspect. The Registrar's Office will make arrangements for access and notify the student of the time and place where the records may be inspected.
The right to request the amendment of educational records if the student believes they are inaccurate or misleading. Students should submit any such request to the Registrar's Office in writing, clearly identifying the records that the student wants to have amended and specifying the reasons the student believes those records to be inaccurate. The Registrar's Office will notify the student of the University's decision whether to amend the student's records within ten (10) business days. If the University decides not to amend the student's records, the Registrar's Office will inform the student of the right to a hearing regarding the student's request for amendment. If necessary, the Registrar shall arrange a hearing with an official of the University who has no direct interest in the disputed item. The decisions of this university official shall be final.
The right to restrict the release personally identifiable information contained in the student's educational records to third parties unless an exception applies.
The right to file a complaint with U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. The name and address of the office that administers FERPA and accepts such complaints is: Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW., Washington, DC, 20202-4605.
The student, however, are not allowed access to:
- Financial statements of parents/sponsors without written consent from the parents/sponsors.
- Records containing information about another student, such as attendance sheet and/or grade sheet.
LU responds to all requests for explanations and interpretations of records or information, provided the responses are not in violation of the FERPA. These records are kept under the custody of the Director of Records, who ensures that the privacy and confidentiality of all student records are protected under the applicable law.
All students are informed of their privacy rights upon enrollment by the Registrar's Office. The University notifies students of their rights under FERPA by publishing information in the catalog, student handbook, and website.
Release of Student Records
The privacy of students and their educational records is a serious matter and is mandated by the Family Educational Rights and Privacy Act (FERPA). All faculty, administrators, staff, and student workers at the University are required to be in compliance. As per FERPA act, there are two types of "educational records" – directory information and non-directory information.
The directory information may be disclosed to a third-party without the written consent of a student. It is not considered harmful or an invasion of privacy, if released. However, a student has a right to restrict the release of directory information by submitting a written request to Registrar's Office for full or limited privacy.
The non-directory information is personally identifiable information and may not be disclosed to third-party, including parents, without written consent from the student. Students may authorize release of non-directory information to third parties by submitting a consent to release document. The University faculty and staff may have limited access to non-directory information with proper permission.
No Lincoln University representative shall release the contents of a student record to any member of the public without the prior written consent of the student, other than information sought pursuant to a court order or lawfully issued subpoena, or as otherwise authorized by applicable federal and state laws.
Faculty are responsible for reviewing the guidelines indicated below:
- DO NOT display student scores or grades publicly in association with names, LU ID numbers, Social Security numbers, or other personal identifiers (if scores or grades are posted).
- DO use some confidential code known only to you and the individual student (if a partial LU ID number is used).
- DO NOT use more than the last four digits. In no case should the list be posted in alphabetic sequence by student name.
- DO NOT put student work (including papers, exams books, or lab reports) containing student names and grades in publicly accessible places in ways that allow other students to be identified. Students should not have access to the scores and grades of other students in class.
- DO NOT discuss students' academic progress with his or her parent(s) unless s/he has provided written authorization for the release of such information.