FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT (FERPA) AND APPLICANT RECORDS

Notification of Student Rights Under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

1. The right to inspect and review the student’s education records within forty-five days of the day that the University receives the request for access. Students should submit to the Registrar written requests that identify the record(s) they wish to inspect. The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected.
2. The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading. Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the Registrar, clearly identifying the part of the record they want changed, and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person whether volunteering for or employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the Institute has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
4. The right to file a complaint with the United States Department of Education concerning alleged failures by the University of West Georgia to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:
   
   Family Policy Compliance Office
   U.S. Department of Education
   400 Maryland Avenue, SW
   Washington, DC 20202-4605

Applicant Records

Access to applicant records is strictly controlled and governed by University policy. These records are treated as confidential.

Annual Notice of Directory Information Contents

"Directory Information" is information not generally considered harmful or an invasion of privacy if disclosed. It will be available for release unless a student specifically requests that the information not be released. This request must be submitted in writing to the Registrar’s Office by September 15 annually.

The University of West Georgia considers the following information to be directory information:

1. Name
2. Address
3. Telephone Number
4. Major Field of Study
5. Dates of Attendance
6. Previous Institutions Attended
7. Degrees and Awards Received
8. Participation in Officially Recognized Activities and Sports
9. Height and Weight of Members of Athletic Teams
10. Photograph
11. Full- or Part-Time Status

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