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In order to minimize the risk of improper disclosure, students’ records will be kept separate in the offices of the
registrar, vice president for student development, admissions, police department, director of placement, vice
president of finance and management, academic deans and advisors, and director of financial aid. No record will
be made unless there is a demonstrable need that is related to the basic purpose of the university.
The university’s policy regarding accessibility to and confidentiality of student records complies with the Family
Educational Rights and Privacy Act of 1974 (Buckley Amendment).
This act as implemented at HSU provides that a student, former student, or a student’s parent when the student is
deemed a legal dependent for income tax purposes, has the right to inspect and review the educational records of
the specified student except as indicated below. An applicant for admission to the university is not considered a
student. In the event the records contain information on more than one student, the right will apply only to that
portion of the record which pertains to the specified student. On occasion it may be necessary to reveal the
substance of a record rather than to show the actual document in order to protect the confidentiality of other
students included on the same record. Hardin-Simmons University is not required to make available the following
Financial records of the parents of the student or any information contained therein.
Where confidential letters and statements of recommendation were placed in the education records
after January 1, 1975, the student may choose to waive his/her right of access to recommendations in
the area of admission to the university, job placement, and receipt of honors and awards so long as
the student is notified of the names of all persons making confidential recommendations. These
confidential recommendations must be limited solely to the purpose for which they were specifically
Private notes and other materials created by institutional personnel as memory aids so long as these
records are not revealed to other persons except a substitute who performs another’s duties for a
Law enforcement (campus police) records created by the university’s law enforcement unit as long as
these records are used for law enforcement purposes.
Employment records of persons who are not students at HSU even if they may be students
Medical and psychiatric records that are used solely for treatment purposes. (This limitation does not
include the student’s medical examination form.) The student may have these records reviewed by a
doctor or other professional of his/her choice.
The request for educational information will be made in writing on a form provided by the office holding the
requested information and will be granted within a reasonable period of time but in no case more than 45 days
after the request has been made.
The student will have the right to obtain reproduced copies of educational records subject to actual cost of
The student will have the right of response from the university for reasonable requests with regard to explanations
or interpretations of the records.
The student will have the opportunity for a hearing to challenge the content of his educational records to ensure
that misleading and inaccurate statements are not contained therein. The student may request a hearing to settle
any dispute over the accuracy or appropriateness of a record. The hearing may be informal or formal in nature.