{"id":29,"date":"2022-05-31T21:16:33","date_gmt":"2022-05-31T21:16:33","guid":{"rendered":"https:\/\/www.kzoo.edu\/cat\/policies\/student-records\/"},"modified":"2026-05-29T10:03:20","modified_gmt":"2026-05-29T14:03:20","slug":"student-records","status":"publish","type":"page","link":"https:\/\/www.kzoo.edu\/catalog\/policies\/student-records\/","title":{"rendered":"Student Records"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">Student Records: Notification of Student Rights under FERPA<\/h2>\n\n\n\n<p>Kalamazoo College fully complies with the Family Educational Rights and Privacy Act (FERPA) of 1974 (Section 438 of the General Education Provisions Act). FERPA is a federal law that applies to educational institutions receiving funding from the U.S. Department of Education. It grants students specific rights regarding access to, amendment of, and disclosure of their education records, while safeguarding the privacy of those records.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Student Rights under FERPA:<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Right to Inspect and Review Records<\/strong><br>Students have the right to inspect and review their education records within 45 days after the College receives a request.\n<ul class=\"wp-block-list\">\n<li>Students should submit a written request to the Registrar, the Vice President for Student Development, the Dean of Students, or another appropriate official, identifying the records they wish to review.<\/li>\n\n\n\n<li>The College will arrange access and notify the student of the time and location for inspection.<\/li>\n\n\n\n<li>If the requested records are not maintained by that official, the student will be directed to the appropriate office.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Right to Request the Amendment Records <\/strong>\n<ul class=\"wp-block-list\">\n<li>Students may request correction of education records they believe are inaccurate, misleading, or in violation of their privacy rights.\n<ul class=\"wp-block-list\">\n<li>Requests must be submitted in writing to the official responsible for the record, clearly identifying the portion to be amended and the reason for the change.<\/li>\n\n\n\n<li>If the College denies the request, the student will be notified in writing and informed of their right to a hearing. Information about hearing procedures will be provided at that time.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Right to Consent to Disclosure <\/strong>\n<ul class=\"wp-block-list\">\n<li>Students have the right to provide written consent before the College discloses personally identifiable information from their education records, except where FERPA permits disclosure without consent.<\/li>\n\n\n\n<li>The College may disclose records without prior consent under certain conditions, including:\n<ul class=\"wp-block-list\">\n<li>To school officials with <strong>legitimate educational interests<\/strong>, defined as individuals who need access to records to fulfill their professional responsibilities. This includes:\n<ul class=\"wp-block-list\">\n<li>College employees (administrative, academic, research, support staff, law enforcement, and health personnel)<\/li>\n\n\n\n<li>Contractors or agents (e.g., attorneys, auditors)<\/li>\n\n\n\n<li>Members of the Board of Trustees<\/li>\n\n\n\n<li>Students serving on official committees or assisting College officials<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>To another institution where the student seeks or intends to enroll (with reasonable effort to notify the student)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Exceptions<\/strong> <strong>to Consent Requirements <\/strong> \n<ul class=\"wp-block-list\">\n<li>In limited circumstances, the College may disclose information without student consent, primarily related to health, safety, and legal requirements. These include:\n<ul class=\"wp-block-list\">\n<li>Protecting the health or safety of students or others (e.g., sharing information with medical personnel, law enforcement, public health officials, or parents)<\/li>\n\n\n\n<li>Providing the results of disciplinary proceedings to alleged victims of crimes of violence or non-forcible sex offenses<\/li>\n\n\n\n<li>Issuing timely warnings about threats to campus safety<\/li>\n\n\n\n<li>Sharing information from campus law enforcement units<\/li>\n\n\n\n<li>Complying with Student and Exchange Visitor Information System (SEVIS) requirements<\/li>\n\n\n\n<li>Disclosing information to another institution for enrollment purposes<\/li>\n\n\n\n<li>Informing parents when:\n<ul class=\"wp-block-list\">\n<li>The student is a tax dependent<\/li>\n\n\n\n<li>There is a health or safety emergency<\/li>\n\n\n\n<li>A student under age 21 violates laws or policies related to alcohol or controlled substances. <em>Note:<\/em> Disclosure to parents in these situations is permitted but not required. Kalamazoo College typically reserves such disclosure for serious health, safety, or exceptional circumstances affecting a student\u2019s status.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Right to File a Complaint <\/strong>\n<ul class=\"wp-block-list\">\n<li>Students have the right to file a complaint with the U.S. Department of Education if they believe the College has failed to comply with FERPA requirements:<br><\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<p class=\"has-text-align-center\"><strong>Family Policy Compliance Office<br>U.S. Department of Education<br>400 Maryland Avenue, SW<br>Washington, DC 202-5901<\/strong><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Maintaining Accurate Academic Records<\/h2>\n\n\n\n<p>The official academic record for each student is maintained by the Registrar\u2019s Office and serves as the authoritative source of all enrollment and academic information. Students are responsible for ensuring that all relevant documentation\u2014such as declarations, changes, waivers, exemptions, substitutions, scores, and transcripts\u2014is properly submitted to and recorded by the Registrar\u2019s Office.<\/p>\n\n\n\n<p>Requests to amend the official Kalamazoo College transcript must be submitted within one year of the original entry. After this period, the transcript is considered the student\u2019s permanent academic record.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Requests for Release of Educational Records<\/h2>\n\n\n\n<p>Students may authorize the release of their education records\u2014including units attempted and earned, grades, GPA, address, phone number, class schedule, and student conduct or disciplinary records\u2014by submitting a written request to the appropriate office. Graduate schools and employers commonly request transcripts and, in some cases, disciplinary information.<\/p>\n\n\n\n<p>To request the release of these records, students should contact:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>The Office of the Registrar<\/strong> for transcripts<\/li>\n\n\n\n<li><strong>The Office of the Vice President for Student Development and Dean of Students<\/strong> for disciplinary records<\/li>\n<\/ul>\n\n\n\n<p>Transcript requests may be submitted through the Registrar\u2019s website or via Parchment.<\/p>\n\n\n\n<p>The College reserves the right to withhold records if there is an unresolved disciplinary matter.<\/p>\n\n\n\n<p>If applicable, the following separation statuses may be noted on a student\u2019s transcript: <strong>suspension, dismissal, or expulsion<\/strong>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Definitions<\/h3>\n\n\n\n<p><strong>Expulsion<\/strong> \u2013 A permanent separation from the College with no possibility of reinstatement.<\/p>\n\n\n\n<p><strong>Suspension<\/strong> \u2013 A required separation from the College for a specified period. Students must apply for reinstatement to return.<\/p>\n\n\n\n<p><strong>Dismissal<\/strong> \u2013 A required separation from the College. Reinstatement requires a formal petition to the Academic Standards Committee.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Directory Information<\/h2>\n\n\n\n<p>\u201cDirectory information\u201d is defined by FERPA as information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed. This information does not require student consent for release. Kalamazoo College defines directory information as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Name<\/li>\n\n\n\n<li>Dates of attendance<\/li>\n\n\n\n<li>Classification (first year, second year, etc.)<\/li>\n\n\n\n<li>Enrollment status (full- or part-time)<\/li>\n\n\n\n<li>Campus box number from the directory<\/li>\n\n\n\n<li>Campus telephone listing from the directory<\/li>\n\n\n\n<li>Campus e-mail address<\/li>\n\n\n\n<li>Photograph\/image<\/li>\n\n\n\n<li>Most recent educational agency or institution attended<\/li>\n\n\n\n<li>Major field of study (including minors and concentrations)<\/li>\n\n\n\n<li>Degree conferred (including date)<\/li>\n\n\n\n<li>Honors and awards<\/li>\n\n\n\n<li>Participation in officially recognized activities and sports<\/li>\n\n\n\n<li>Height and weight of members of athletic teams<\/li>\n\n\n\n<li>Leadership positions at Kalamazoo College<\/li>\n<\/ul>\n\n\n\n<p>Defining directory information does not obligate the institution to release information, but means that the College may release the information without the consent of the student. Careful consideration is given to all requests to ensure that information is not released indiscriminately.<\/p>\n\n\n\n<p>Students may file a written request that their directory information be withheld by submitting it to the Office of the Registrar. This request will then be shared with the appropriate parties at the College.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Student Records: Notification of Student Rights under FERPA Kalamazoo College fully complies with the Family Educational Rights and Privacy Act (FERPA) of 1974 (Section 438 of the General Education Provisions Act). FERPA is a federal law that applies to educational institutions receiving funding from the U.S. Department of Education. It grants students specific rights regarding [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":11,"menu_order":2,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-29","page","type-page","status-publish","hentry"],"featured_image_src":null,"featured_image_src_square":null,"guten_post_layout_featured_media_urls":{"full":false,"thumbnail":false,"medium":false,"medium_large":false,"large":false,"1536x1536":false,"2048x2048":false,"ab-block-post-grid-landscape":false,"ab-block-post-grid-square":false,"guten_post_layout_landscape_large":false,"guten_post_layout_portrait_large":false,"guten_post_layout_square_large":false,"guten_post_layout_landscape":false,"guten_post_layout_portrait":false,"guten_post_layout_square":false,"campus-posts-thumbnail":false,"gform-image-choice-sm":false,"gform-image-choice-md":false,"gform-image-choice-lg":false},"_links":{"self":[{"href":"https:\/\/www.kzoo.edu\/catalog\/wp-json\/wp\/v2\/pages\/29","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.kzoo.edu\/catalog\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.kzoo.edu\/catalog\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.kzoo.edu\/catalog\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.kzoo.edu\/catalog\/wp-json\/wp\/v2\/comments?post=29"}],"version-history":[{"count":5,"href":"https:\/\/www.kzoo.edu\/catalog\/wp-json\/wp\/v2\/pages\/29\/revisions"}],"predecessor-version":[{"id":1584,"href":"https:\/\/www.kzoo.edu\/catalog\/wp-json\/wp\/v2\/pages\/29\/revisions\/1584"}],"up":[{"embeddable":true,"href":"https:\/\/www.kzoo.edu\/catalog\/wp-json\/wp\/v2\/pages\/11"}],"wp:attachment":[{"href":"https:\/\/www.kzoo.edu\/catalog\/wp-json\/wp\/v2\/media?parent=29"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}