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academic program

ACADEMIC RECORDS, PRIVACY, AND THE BUCKLEY AMENDMENT Institutions of higher education accumulate and maintain extensive records concerning the characteristics, activities, and accomplishments of their students. These records pose special problems for those concerned with personal privacy, problems that derive from a basic tension between the rights and needs of individuals and the legitimate demands of institutions in which they participate. In choosing to pursue a college education the student is often hopeful that this experience will contribute to the attainment of career objectives and is keenly aware that his performance will be viewed and evaluated by others. At the same time, the right to privacy asserts that individuals have a legitimate interest in controlling what information about themselves they will reveal to others and what uses may be made of this information. For its part, the College has a legitimate interest in obtaining information necessary to carry out its functions and to fulfill its obligations to the student. For these reasons, the following policies and procedures are published so that this information will be available to all members of the College community. All statements herein apply only to the official records of the institution pertaining to current and former students, and these policies are in conformity with the Family Educational Rights and Privacy Act of 1974 as amended (Buckley Amendment). The text of the law is available in the Office of Student Affairs. Briefly, the purposes of the Act are to assure college students access to their educational records as limited and defined by the Act, and to protect students’ rights to privacy by limiting the transferability of their records without their consent. The rights in the Act are, essentially, accorded to the college student himself. CONFIDENTIALITY All members of the faculty, administration, and clerical and other staff are expected to respect confidential information about students which they acquire in the course of their work. ACCESS TO RECORDS Student access to records is limited to records maintained by the Registrar (academic records); by the Dean of Students; by the Director of Career Education and Vocational Reflection (job placement records only); and by the Health Sciences Committee.

DEFINITIONS For the purposes of this policy the term “educational records” means those records, files, documents, and other materials maintained by the College which contain information directly related to a student. The term “educational records” does not include: 1. Financial records of the parents of the student or any information contained therein. 2. Confidential letters and statements of recommendation which were placed in the education records before January 1, 1975, if such letters or statements are not used for purposes other than those for which they were specifically intended. 3. Confidential recommendations a. Respecting admission to any educational agency or institution; b. Respecting an application for employment; c. Respecting the receipt of an honor or honorary recognition if the student has signed a waiver of his right of access. A student may sign a statement waiving his right of access for any or all of these three types of recommendation letters. The general waiver would eliminate the need to face the question of waiver of access on each letter that may be written for admission to graduate or professional school, employment, etc. If a student waives his right of access to any or all of these three categories, he may request that the College notify him of the names of all persons making confidential recommendations. The College will use these recommendations solely for the purpose for which they were specifically intended. 4. Records of institutional, supervisory, and administrative personnel and educational personnel ancillary thereto which are in the sole possession of the maker thereof and which are not accessible or revealed to any other person except a substitute. 5. The records and documents of the campus police (who do not have access to educational records) which are maintained solely for law enforcement purposes and are not made available to persons other than law enforcement officials of the same jurisdiction. 6.Records which are created or maintained by a physician, psychologist, psychiatrist, or other recognized professional or para-professional acting in his professional or para-professional capacity, or assisting in that capacity, and which are created, maintained, or used only in connection with the provision of treatment to the student, and are not available to anyone other than persons providing

Profile for Hampden-Sydney College

Academic Catalogue, 2019-20  

Academic Catalogue, 2019-20