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Family Educational
Rights and Privacy Act
Policies and Procedures
ACCESS TO
YOUR INFORMATION VIA THE INTERNET: To protect "locator" or "directory
information" make an update on my.calpoly.edu. An electronic directory
server for Cal Poly is currently available. "Locator" information
includes: name, phone number and e-mail address.
YOUR ACCESS
TO YOUR ACADEMIC RECORDS:
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 15
days of the day the University receives a 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. If the records are not maintained
by the Office of Academic Records, the student shall be advised
of the correct office to which the request should be addressed.
Copies of academic records are available through the Office of Academic
Records at a cost of $1.00 for up to four pages, then $0.25 for
each additional page.
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 University official responsible
for the record, clearly identify the part of the record they want
changed, and specify why it is inaccurate or misleading.
The University
will decide within 45 days after the request has been received whether
to amend a challenged record. Students will be notified of
the decision in writing.
If the University
decides to amend a challenged record, the information in the record
shall be corrected or removed and destroyed.
If the campus
decides not to amend the challenged record, the student shall be
advised in writing of the decision and the right to a formal hearing
in accordance with FERPA, Section 99.22.
If the student
requests a hearing, it shall be in accordance with FERPA, Section
99.22:
a. Hearings
shall be conducted within 45 days after the request for the hearing
has been received;
b. If, as a result of the hearing, the campus decides to amend
the student record, the student shall be informed of the decision
in writing;
c. If, as a result of the hearing, the University decides not
to amend the student record, the student shall have the right
to submit a statement commenting upon the information in the challenged
record and/or setting forth any reasons for disagreeing with the
decision. This statement shall be maintained as a permanent
part of the student's record in accordance with FERPA, Section
99.21, Section 67132 of the Education Code.
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 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 University has contracted (such as an attorney,
auditor, National Student Loan Clearinghouse, Cal Poly Foundation
or collection agency); 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 responsibilities.
Upon request, the University discloses education records, without
consent, to officials of another school in which a student seeks
or intends to enroll.
Data will
be provided to the IRS to comply with the Tax Relief Act of 1997
and to any other governmental agency as required by law.
4. The right
to file a complaint with the US Department of Education concerning
alleged failures by Cal Poly to comply with the requirements of
FERPA. The name and address of the Office that administers
FERPA is:
Family
Policy Compliance Office
US Department of Education
600 Independence Avenue, SW
Washington, DC 20202-4605
* Directory Information includes: name, local address,
local telephone listing, e-mail address, place of birth, major,
dates of attendance, degrees and awards received, photograph, weight
and height of athletic team members, most recent previous educational
institution attended, participation in officially recognized activities
and sports.
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