Newsgroups: bit.listserv.cumrec-l
Date:         Mon, 27 Jul 1992 11:13:59 EDT
From:         Janet Terry <TERRYJ@VTVM2.BITNET>
Subject:      access to student records

At Virginia Tech, the University Registrar controls access to student
information.   Following is an excerpt from the access request form which
all users are required to submit to the Registrar.  Each form must be
signed by a dean, director or department head.  All authorized users are
required to attend a training session conducted by the University Registrar's
staff before access will be granted.   Sorry, but I could not include the
entire form due to formatting requirements.

***************************************************************************
  A representative of the Office of the University Registrar  will  re-
  view  your  request  and will contact you to schedule a training ses-
  sion.  Training sessions are required to receive authorized access to
  the Student Record System.
         * * * * * * * * * * * * * * * * * * * * * * * * * * * *
  SECURITY OF DATA  (to be completed at training session)
  Student Records are protected under the FAMILY EDUCATIONAL RIGHTS AND
  PRIVACY ACT OF 1974.  Students may not view their records without ap-
  propriate identification (university i.d. or driver's license).  Uni-
  versity officials with a legitimate  educational  interest  may  view
  student  records.    Refer to the STUDENT RECORDS USER MANUAL for de-
  tails concerning the release of student information.


  CERTIFICATION
  You  will be required to review the University's policy of release of
  student information during the training session.  After this session,
  complete the following.

  I certify that I understand my responsibilities as an authorized user
  of the Student Record System.    (with user's signature)

****The section from the STUDENT RECORDS USER MANUAL referred to earlier
follows******


  PRIVACY RIGHTS OF STUDENTS


  Student Records are protected under the FAMILY EDUCATIONAL RIGHTS AND
  PRIVACY  ACT OF 1974 (BUCKLEY AMENDMENT), THE VIRGINIA FREEDOM OF IN-
  FORMATION ACT, AND THE VIRGINIA PRIVACY PROTECTION ACT.  Students may
  be shown their records after they have presented a  valid  university
  identification  card  or a valid photograph id.  Students do not have
  the right to view other student's records.

  Directory information may be disclosed without prior written  consent
  if  a confidential flag does not appear in the Student Record System.
  The University defines directory information as

  o   student's name, local and permanent address and phone number.

  o   whether student is currently enrolled.

  o   dates of enrollment.

  o   major field of study

  o   anticipated date of graduation

  o   degree(s) earned, if any, date, major, and honors received

  o   weight and height of members of athletic teams

  Students may request restriction of release of directory  information
  by  completing  a  request  available in the Office of the University
  Registrar or by completing the privacy form included in the FALL TIME
  TABLE OF CLASSES.  The student's written permission is  required  for
  release  of non-directory information.  Examples of non-directory in-
  formation include   parent name,  address  and  phone  number;  class
  schedule; grades; withdrawals, resignations, suspensions; and student
  social security number (student number).  If you have a question con-
  cerning   release  of  student  information  contact  the  University
  Registrar.  (Note - In addition to  the  University's  liability  for
  knowingly  violating the BUCKLEY AMENDMENT, individuals are also held
  personally liable for knowingly violating this legislation.)

  Consent is not required where the disclosure is to other school offi-
  cials within the University who have a legitimate educational  inter-
  est.    He or she must require the student's education records in the
  course of performing his or her instructional, supervisory, advisory,
  and administrative duties for the University.  If a university  offi-
  cial  does  not  have  prior authorization to view the student record
  system, a university identification and photograph identification are
  required prior to viewing a student's record.

  For the purpose of compliance with the BUCKLEY AMENDMENT, the Univer-
  sity shall presume that all students are independent  of  their  par-
  ents.   Therefore, student record information may not be disclosed to
  parents or spouses without the written permission of the student.


Janet Terry
University Systems Analysis & Services
Virginia Tech
TERRYJ@VTVM2
Comments: Gated by NETNEWS@AUVM.AMERICAN.EDU