Ohio Administrative Code › Title 3364 - University of Toledo › Chapter 3364-71 - Policy Statements Relating to Veterans Assistance, Posthumous Degree Awards and International Baccalaureate Diplomas › Section 3364-71-15 - Confidentiality of student records (FERPA)

Current through all regulations passed and filed through July 1, 2024
(A) Policy statement
The university supports a student's right to confidentiality of
				their records. The family educational rights and privacy act "FERPA" of 1974,
				as amended, ("the act") is a federal law, which
				requires that a written institutional policy complying with
				the act
				be established and that a statement of adopted procedures covering the privacy
				rights of students, be published. Reinforcing longstanding institutional
				policy, the
				act and other laws require the university of Toledo to maintain the
				confidentiality of student educational records except as noted in this policy.
				The university registrar is primarily responsible for the administration of
				this policy at the university of Toledo. Notification of this policy,
				associated procedures, and students' rights under the act is
				distributed annually to all enrolled students. This policy also conforms to the
				requirements of the Ohio Privacy Act, as amended.
(B) Purpose of policy
The purpose outlines the protection of the confidentiality of
				student records.
(C)
			 Definitions
The following definitions are applicable:
(1) Student
A student is any individual currently or formerly enrolled in
				any university academic offering regardless of their age or status in regard to
				their parental dependency. FERPA rights begin once the student is enrolled the
				university of Toledo. A student is considered enrolled once he/she has
				registered and attended his/her first class.
(2) Dependent students
The definition contained in the applicable provisions of the
				United States Internal Revenue Code of 1954, as amended, is adopted herein by
				reference. No student shall be presumed to be a dependent student.
(3) Student educational records
Student educational records include all records maintained by
				the university concerning a student, including admissions, academic, financial,
				and placement records. Educational records include a university maintained list
				of requests by persons and offices external to the university for disclosure of
				educational records. The list will also indicate the basis upon which any
				disclosure is made.
Educational records do not include:
(a) Records of instructional, administrative,
			 and educational personnel which are in the sole possession of the maker and are
			 not accessible or revealed to any individual except a temporary substitute,
(b) The records of the department
			 of campus security or law enforcement records,
(c) Records relating to treatment provided by
			 a physician, psychiatrist, psychologist, or other recognized professional or
			 paraprofessional and disclosed only to individuals providing
			 treatment.
(d) Employment records,
			 or
(e) Alumni records.
(4) Administrative personnel
Administrative personnel are those persons with supervisory or
				staff responsibility charged with the management of the university, or a part
				thereof, as well as those staff members assigned to maintain student
				educational records.
(5)
			 Academic personnel
Academic personnel are those persons holding regular or adjunct
				appointments to the faculty of the university of Toledo.
(6) School official
School officials include administrative and academic personnel
				as defined in B4 and B5 as well as contractors, consultants, affiliates, and
				other external service providers used by, or acting on behalf of, the
				university of Toledo to perform institutional services and functions related to
				student educational records.
(7) Need to know
Need to know means the necessity of knowing, due to a normal
				and customary need or function or pursuant to a university rule, regulation or
				authorized delegation of authority.
(8) Directory information
Directory information at the university consists of:
(a) Student name;
(b) Local address and local phone
			 number;
(c) Permanent zip
			 code;
(d) College and major field
			 of study;
(e) Class (freshman,
			 sophomore, etc.);
(f) University
			 e-mail address;
(g) Dates of
			 attendance;
(h) Student
			 activities;
(i) Degrees,
			 certificates, and awards received;
(j) Full or part-time status;
(k) Student photograph;
(l) Graduate medical education placement
			 ("M.D." students only)
(9)
									Health related
			 directory information
Health directory information consists
				of:
(a)
										
			 Student name;
(b)
										Local address;
(c)
										Local phone
			 number;
(d)
										University email address;
(e)
										Course enrollment
			 and attendance;
(f)
										Full time or part-time enrollment
			 status;
(g)
										Seating assignment(s).