2017-2018 Student Handbook

Page 43 of 107 Updated 1.25.17 Student Records In order to minimize the risk of improper disclosure, students’ records will be kept separate in the following offices: • Registrar • Student Life • Admissions • HSU Police Department • Director of Placement • Vice President of Finance and Management • Academic deans and advisors • 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 materials: • 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 intended. • Private notes and other materials created by institutional personnel as memory aids so long as these records are not revealed to other persons with the exception of a substitute who performs another’s duties for a temporary period • 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 elsewhere • 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.