Student Records

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

1. The right to inspect and review the student's educational records.

2. The right to request an amendment of the student's educational records to ensure they are not inaccurate, misleading, or otherwise in violation of the student's privacy or other rights.

3. The right to consent to disclosures of personally identifiable information contained in the student's educational records, except to the extent that FERPA authorizes disclosure without consent.

4. The right to file with the U.S. Department of Education a complaint regarding an alleged violation under the act or its implementing regulations. The department's address is Family Policy Compliance Office; U.S. Department of Education; 400 Maryland Avenue, S.W.; Washington, DC 20202-4605.

5. The right to obtain a copy of Baylor University's student records policy. A copy of the policy is available in the Registration and Academic Records Office, and will be maintained on-line in the Student Policies section of the Baylor University website.

Baylor University may disclose personally identifiable information from the educational records of one of its students without the written consent of the student in other cases as well. See "Cases When Prior Consent for Disclosure Is Not Required" for a listing of such exceptions.

To minimize risk of improper disclosure, disciplinary records are kept separate from academic records. Transcripts of academic records shall contain only information relevant to academic performance and shall be available only to authorized persons. Students are free to examine copies of their own academic, routine, and disciplinary records kept by the University. Information from disciplinary files shall not be given to any unauthorized person. In all cases in which persons other than University officials request to see such records, authorization shall be given only:

A. by the vice president for student life or the president of the University when such disclosure could be compelled by legal process, or

B. when the student consents or such consent can be implied, or

C. for other legitimate reasons.

No records that reflect the political activities or beliefs of students shall be kept. Administrative staff and faculty members shall respect confidential information about students that they acquire in the course of their work. When the University grants a degree to any student, this student is considered to be in good academic standing with a grade average of C or better overall and in the major field of study.

Any student who desires to review his or her student record in a University office may make a written request to the University custodian of the record. The custodian shall provide the opportunity to the student to inspect and review the record in not more than 45 days. Any student who desires to challenge the accuracy of his or her record shall follow the procedure set forth below:

A. A student shall submit to the custodian of the record a written statement or challenge to the accuracy or completeness of the record setting forth specifically wherein the record is inaccurate or incomplete. This statement or challenge shall be filed as a part of the record pertaining to the student.

B. If the student desires further action than the filing of the statement or challenge, he or she shall confer with the custodian of the record concerning the matter and attempt to resolve the matter satisfactorily. Any settlement agreed upon shall be reduced to writing, signed by the student and custodian, and made a part of the record.

C. If the challenge is not settled by the student and custodian, the student shall have the right to appeal to a hearing panel by filing a written request for a formal hearing with the chair who, after having the hearing thereon, will make a decision as to the validity of the challenge. The Academic Appeals Committee will serve as the hearing panel. The decision of the hearing panel, which is final, shall be reduced to writing and made part of the record.

NOTE: The above procedure shall not be available to challenge the validity of a grade given by a professor or any other decision of a University professor or official but only whether the recording of such grade or decision is accurate and complete.

Release of Student Information
Public Law 93-380 requires that the student give written permission for the release of "any personally identifiable information" other than general "directory information."

Personally identifiable means that the data or information includes (a) the student's parent or other family member, (b) a personal identifier, such as the student's social security number or student number, (c) a list of personal characteristics that would make it possible to identify the student with reasonable certainty, or (d) other information which would make it possible to identify the student with reasonable certainty.

Directory Information
Directory information is that information that is customarily made public without the written consent of the student. However, under the provisions of the Family Educational Rights and Privacy Act of 1974, a student may ask Baylor University not to disclose directory information by making written notice to the Registration and Academic Records Office. Request for nondisclosure will be honored by the University until notified in writing that information should no longer be withheld. Directory information includes: name, address, telephone number, e-mail address, dates of attendance, classification, University ID card photograph, previous institution(s) attended, major field of study, awards, honors, degree(s) conferred and date(s), full-time/part-time status, earned hours, expected graduation date or degree candidacy, thesis and dissertation titles and advisors, past and present participation in officially recognized sports and activities, physical factors of athletes (age, height, weight), and date and place of birth.

Web Grades
End of semester grades will be available through BearWeb. For information about this system, contact the Registration and Academic Records Office.

Mailing of Grades
Students who prefer to receive grades by mail may complete a "Request for Grades to be Mailed" form in the Registration and Academic Records Office (3rd floor, Clifton Robinson Tower). The Registration and Academic Records Office will also accept faxed requests bearing the student's written signature. The Registration and Academic Records Office will mail a copy of the student's end of term grades to whomever the student designates. This request for a copy of grades must be filled out each term if the student wishes to have a copy mailed each semester.

Modified 8-9-04; 12-21-05; 9-21-06; 5-29-08; 8-18-09; 9-30-09