Release of Information

Disclosed/Directory Information
Non-disclosed Information
Records/Transcripts
Telephone
Disciplinary Record
Posting grades
Social Security Number
Electric Transfer of data
Release to Parents
Subpoenas
Patriot Anti-terrorism act of 2001

Disclose/Directory Information: RWC maintains, and may release, directory information to the public without the consent of the student under federal law. Directory information is information that is not considered harmful or an invasion of privacy if released. Directory information includes:

• Student's Name
• Address (Campus residents, 2301 Westside Dr; off-campus, and Alumni Permanent Address)
• E-mail
• Picture
• Telephone listing
• Date & place of birth
• Major field of study
• Dates of attendance
• Awards, degrees, and honors received
• Participation in officially recognized activities and sports
• Weight and height of members of athletic teams
• Class Level
• Enrollment Status (Full-time, Part-time, etc.)
• Most recent previous educational agency or institution attended

Students have the right to refuse the release of directory information, in which case a "Request to Prevent Disclosure of Directory Information" form should be submitted to the Registration Office. By signing this form, directory information is not released to a third party, nor printed in the RWC Commencement Program, but will be released to school officials if need arises. The action of prevention of disclosure of directory information will be in effect until revoked in writing by the student.

Non-disclosed/Non-directory Information:

• Student identification numbers
• Social security numbers
• Ethnicity/race/nationality
• Gender
• Parent name and address

Records/Transcripts: Written consent is required in order to release student information to a third party. A written request must include:

• Specify the records to be released
• State the purpose of the disclosure
• Identify the party or class of parties to whom disclosure may be made.
• Sign the request. A copy of the signed request must be kept on file permanently in the Office Registration, except for Transcript Requests, which are kept for 1 year.

Transcripts and other documents released to Roberts Wesleyan College from other institutions become property of the college. Therefore, students may view these documents but copies will not be made, released to the students, or forwarded to other institutions.

Telephone: Information may be released to the student over the phone if the staff person is able to positively identify the student who is making the request. Personnel need to ask a series of questions to which only the student would know the answer: e.g., social security number, birth date, parents' address, etc.

Disciplinary Record: RWC/NES may disclose, without prior consent, information contained in a student's education record concerning disciplinary action taken against the student, to teachers and government officials who have legitimate educational interests in the behavior of the student. RWC/NES may also share this information with teachers and officials of other institutions with legitimate educational interests in the behavior of the student.

Posting Grades: Although RWC/NES discourages the posting of grades, except by official grade report, FERPA does permit faculty to post grades in a random order. Posting must be done so that the person's record is not identifiable. Social security numbers and student ID numbers are not permissible for use. Grades and GPA (Grade point Average) will not be released to third parties outside of the college without the consent of the student. Information will be released over the phone only if the Registration personnel can positively identify the student who is making the request.

Social Security Number: The public use of a student's social security number in not permitted and all discarded paperwork containing a social security number will be destroyed. The College will not release the social security number to a third party without authorization from the student in writing. In addition, neither grades, nor a social security number should be used to post student lists. The social security number will appear on copies of the student's transcripts unless requested in writing that it be omitted.

Electronic transfer of Data: Student data may be faxed or e-mailed if the student has signed a request giving RWC/NES permission and supplying the address.

Release to Parents: All parental rights to access education records, without consent, transfer to the student at age 18. Therefore, parents will only be given rights to access educational records if a)the student has given the written consent, b) in compliance with a subpoena, c) by submission of evidence that the parents declare the student as a dependent (as defined by the Internal Revenue Service) d) in connection with some health or safety issue. Students may obtain the form "Authorization to Release Education Record Information to Parents/Guardians/Spouses" in the Registration Office to allow parents the right to access educational records as a dependent

Subpoenas: After verifying the subpoena served has jurisdiction, RWC/NES will respond to the subpoena after making a reasonable attempt to notify the student with in 14 days of receipt of the subpoena. RWC/NES will make a reasonable attempt to notify the student giving the student the date the subpoenaed information will be released. In the event that the subpoena requests the immediate release of information, the student will be notified that a subpoena has been served (unless directed otherwise by the court) and that the requested information has been released.

Anti Terrorism Act of 2001: Under this act, RWC/NES can freely give appropriate government agencies student information without the student's consent. The information is given in good faith that the pursuit of this information is to prevent or investigate terrorism. The college cannot be regarded as violating FERPA if it has determined that the order has been initiated or endorsed by federal law enforcement officers based upon specific and articulable facts. The Act permits the monitoring of Foreign Students (other than those who hold immigrant visas). The Federal government may collect from colleges and universities information (name, address, visa classification, and issuance or extension date: full-time enrollment status: and disciplinary action resulting from criminal investigation) about such students. (Hogan & Hartson L.L.P, Memorandum to Sheldon Steinbach and Terry Hartle, October 25, 2001). The college, as a communications provider, may disclose to law enforcement officials contents of electronic communication, if the provider reasonably believes that an emergency involving immediate danger of death or serious physical injury requires disclosure without delay. (Hogan & Hartson L.L.P, Memorandum to Sheldon Steinbach and Terry Hartle, October 25, 2001).

Referenced from U.S Department of Education & AACRAO