Privacy of Student Records
Family Educational Rights and Privacy Act:
It is our feeling as members of the faculty and administration of Meredith Manor that a student’s file is an important record of background information and educational progress. We maintain an “open file” system. Any student wishing to see his file must submit a written request to the Admissions Office. Unless a student is over 18 and independent of parents, with regard to payment of tuition, the parents will be informed of any academic or social problems. A copy of the student’s grades will be mailed to the parents at the end of each 12-week term of study. A copy of the student’s grade transcript can be copied from his file for issue to another school or an employer; no other file information will be copied for these purposes. Such requests must be made in writing to the Graduate Services Office. The Graduate Services Office will be responsible for all letters of reference or recommendation on behalf of all students and/or graduates of Meredith Manor. All conferences must be signed by the student to assure his awareness of information on file. Any challenge to information in the file must be submitted in writing to the Admissions Office.
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their educational records. These rights include:
- The right to inspect and review the student's educational records within 45 days of the day the School receives a request for access. A student should submit to the Director or other appropriate official, a written request that identifies the records the student wishes to inspect. The School official will make arrangements for access and notify the student of the time and place where the records may be inspected.
- The right to request the amendment of the student’s educational records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. A student who wishes to ask the School to amend a record should write the Director clearly identifying the part of the record the student wants changed, and specify why it should be changed. If the School decides not to amend the record as requested, the School will notify the student in writing of the decision and the student’s 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.
- The right to provide written consent before the School discloses personally identifiable information from the student's educational records, except to the extent that FERPA authorizes disclosure without consent. FERPA was designed to transfer parental “rights” to their “adult” child when he or she enrolls in post secondary education. As general practice, parents and/or other students are not informed by the School of disciplinary action taken toward a student. The School will encourage the student to communicate openly and honestly with the parent. There may, however, be exceptions. Even though each student is legally and morally responsible for his or her own conduct, the School also recognizes the concern of legal guardians for the welfare of their children. Thus, the School reserves the option to notify a parent in the following conditions:
- Discontinuation of enrollment or extended absence from the School.
- Medical treatment or psychiatric examination required to meet emergencies or to maintain one’s status as a student.
- Misconduct which is of such a nature that the student is in danger of suspension or expulsion.
The School discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A School official has a legitimate educational interest if the official needs to review an educational record in order to fulfill his or her professional responsibilities. A School official is a person employed by the School 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 School has contracted as its agent to provide a service instead of using School employees or officials (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.
The right to file a complaint with the U.S. Department of Education concerning alleged failures by the School 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 20202-5901
In the course of normal operations, staff, faculty, students, and graduates, their educational programs, professional and academic accomplishments, career successes, etc., may be publicly recognized or publicized in news media, such as through newspaper articles and pictures, in brochures, television and radio advertisements, web pages, or in other types of advertising and publicity, etc. The School reserves the right to utilize and publicize individual or group photographs and the educational, employment, and personal achievements and background of such individuals for the purposes described above. This does not include the release of addresses, phone numbers, or email addresses. Students may revoke permission granted in this paragraph by filing a written, signed, and dated revocation with the School Director.