I. Procedures for the Release of Student Records and Information
  Rogers State University gathers two types of information about current and former students: (1) directory and (2) personally identifiable information. Any office gathering such information, and/or having custody of it, shall release it only in accordance with this policy.
  When a student enters the University and furnishes data required for academic and personal records, there is an implicit and justifiable assumption of trust placed in the University as custodian of such information. This relationship continues with regard to any data subsequently generated during the student‘s enrollment.
  While the University fully acknowledges the student‘s rights of privacy concerning this information, it also recognizes that certain information is part of the public record and may be released for legitimate purposes.
  With these considerations in mind, the University adopts the following policy concerning the release of information contained in student records:
  A. Directory Information. This is information that routinely appears in student directories and alumni publications and may be freely released without the student‘s prior written consent. Upon written request by the student, this information will be treated as personally identifiable information and released only with the student‘s written consent. Forms for withholding student “Directory Information” are available in the Office of Enrollment Management, second floor of Markham Hall. The University identifies the following items as directory information:
    1. Academic classification
    2. Student‘s current name
    3. Campus or local address
    4. Campus or local telephone number
    5. Academic major
    6. Student‘s permanent address
    7. Student‘s email address
    8. Current enrollment (verify or deny only)
    9. Dates of attendance at RSU
    10. Degree(s) conferred and date(s) of graduation
    11. Participation in officially recognized sports, including height and weight of members of athletic teams
    12. The most recent previous educational institution attended by a student
  B. Personally Identifiable Information. This is all other non-Directory Information contained in the student‘s educational record. It can only be released upon the written consent of the student, except as noted below.
    The University is permitted by the Family Educational Rights and Privacy Act (FERPA) to disclose personally identifiable information from the education record without obtaining prior written consent of the student in the following circumstances:
    1. To school officials within the University who have legitimate educational interests. School officials are defined as:
      a. a person employed by the University in an administrative, supervisory, academic, research, or support staff position, including health and medical staff;
      b. a person appointed to the Board of Regents;
      c. a person employed by or under contract to the University to perform a special task, such as an attorney or auditor;
      d.  a person who is employed by the Campus Police; or
      e. a student serving on an official committee such as a disciplinary or grievance committee, or who is assisting another school official in performing tasks.
    2. A legitimate educational interest exists if a school official needs to review an education record to fulfill his or her professional responsibilities for the University including:
      a. performing a task related to the student‘s education;
      b. performing a task related to the discipline of a student;
      C. providing a service or benefit relating to the student or student‘s family such as health care, counseling, job placement, or financial aid; or
      D. maintaining the safety and security of the campus.
    3. To officials of other schools to which the student seeks to transfer.
    4. To the Comptroller General of the United States, the HEW Secretary, the administrative head of an educational agency, or State educational authorities.
    5. In connection with a student‘s application for, or receipt of, financial aid.
    6. To state and local officials or authorities to whom such information is specifically required to be reported under State statute adopted prior to November 17, 1974.
    7. To organizations or educational agencies conducting legitimate research, provided no personally identifiable information about the student is made public.
    8. To accrediting organizations.
    9. To parents or legal guardians of a dependent student upon proof of dependency as defined by the Internal Revenue Code of 1954. (Parents or legal guardians of international students are excluded.)
    10. To comply with a judicial order or lawfully issued subpoena provided that the educational agency or institution makes a reasonable effort to notify the student of the order or subpoena in advance of compliance.
    11. In connection with an emergency when such information is necessary to protect the health or safety of the student or other persons.
    12. To the public, the final results of any disciplinary proceeding conducted by the University if the disciplinary hearing was related to an alleged crime of violence and if the student was found in violation of rules or policies regarding such crime. In such instances of disclosure, only the student name, the violation committed, and sanction imposed will be disclosed.
    13. To “Authorized representatives” of State and local educational authorities, the Secretary, the Attorney General of the United States, and the Comptroller General of the United States, as may be necessary in connection with the audit, evaluation, or the enforcement of Federal legal requirements related to Federal or State supported education programs.
    14. To a victim of an alleged perpetrator of a crime of violence or non-forcible sex offense, the final results of the disciplinary proceeding, regardless of whether the University concluded a violation was committed, conducted by the University with respect to that alleged crime or offense.
    15. To parents of a student regarding the students violation of any Federal, State or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled dangerous substance if the school determines the student committed a disciplinary violation and the student is under the age of 21.
    16. The disclosure concerns sex offenders and other individuals required to register under section 7010 of the Violent Crime Control and Law Enforcement Act of 1994 and Oklahoma Law.
    Confidential information may be transferred to a third party (University‘s agents, contractors or volunteers), however, only on the condition that such party will not permit any other party to have access to the information without the written consent of the student.
    Original credentials with which a student applies for admission or readmission to the University become the property of the University, are assembled in a permanent student folder, and are made available only to those persons properly authorized to receive personally identifiable information and then only in consultation with a professional staff member in the Office of Enrollment Management.
    Although the permanent academic record is a cumulative record, the Registrar is the officer of the University charged with the responsibility of its accuracy and safekeeping. Accordingly, the student folder and the permanent cumulative academic record are not available to anyone for removal from the Registrar‘s assigned depository.
    While the release of an official transcript is limited to the student, or any party to whom the student has assigned permission to request it, the student may place a hold on the release of his/her own transcript to anyone without his/her specific permission by filing a request in writing with the Registrar.
    More information concerning this policy may be obtained by contacting the Office of Enrollment Management.
II. Notification of Student Rights to Privacy Under FERPA
  FERPA affords students certain rights with respect to their education records. They are:
  A. The right to inspect and review the student’s education records within 45 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 Registrar, the Registrar shall advise the student of the correct official to whom the request should be addressed.
    When a record contains information about more than one student, the student may inspect and review only the records that relate to him or her.
  B. The right to request the amendment of the student’s education records that the student believes is inaccurate or misleading, or otherwise in violation of the student’s privacy rights under FERPA.
    Students have the right to ask to have records corrected that they believe are inaccurate, misleading, or in violation of their privacy rights. Following are the procedures for the correction of records:
    1. A student should contact the University‘s Office of Enrollment Management to request the amendment of a record. The student should clearly identify the part of the record to be amended and specify why it is inaccurate, misleading, or in violation of his or her privacy rights.
    2. If the University decides not to comply with the request, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the amendment.
    3. Upon request, the University will arrange for a hearing and notify the student reasonably in advance of the date, place, and time of the hearing.
    4. The hearing will be conducted by a University official who has no direct interest in the outcome of the hearing. The student shall be afforded a full and fair opportunity to present evidence relevant to the student‘s education records. One or more individuals may advise the student, including an attorney retained at the student‘s own expense. Advisors may not address the University official or otherwise argue on the student‘s behalf. The University may be represented by University Legal Counsel.
    5. The Hearing Office will prepare a written decision based solely on the evidence presented at the hearing. The decision will include a summary of the evidence presented and the reasons for the decision.
    6. If the University decides that the information in the student‘s record is inaccurate, misleading, or in violation of the student‘s right of privacy, it will amend the record and notify the student, in writing, that the record has been amended.
    7. If the University decides that the challenged information is accurate, not misleading, or in violation of the student‘s right of privacy, it will notify the student that he or she has a right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision, that any such statements will be maintained as part of the record as long as the contested record is maintained; and that the record, when disclosed, will include the students statement.
  C. 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.
    The University discloses education records without a student‘s prior written consent under the FERPA exception for disclosures to school officials with legitimate educational concerns as those terms are defined herein.
  D. The right to file a complaint with the U.S. Department of Education concerning alleged failures by The University to comply with the requirements of FERPA.
    The name and address of the office that administers FERPA compliance is:
   Family Policy Compliance Office U.S. Department of Education
   400 Maryland Ave, SW Washington, DC 20202- 5920
III. Limitations on Right of Access
  Students are not permitted to inspect the following records:
  A. The financial statement of the student‘s parents or legal guardians.
  B. Letters and statements of recommendation for which the student has waived his or her rights of access, or which were maintained before January 1, 1975.
  C. Records related to an application to attend the University or a component unit of the University if that application was denied.
  D. Those records which are excluded from the FERPA definition of education records.
  E. That portion of any education record containing information about another student.
IV. Refusal to Provide Copies
  The University reserves the right to deny students copies of their educational records, including transcripts, not required to be made available by FERPA in the following situations:
  A. The student has an unpaid financial obligation to the University.
  B. There is an unresolved disciplinary action against the student.
  C. The education record requested is an exam or set of standardized test questions.
V. Fees for Copies of Records
  Fees for transcripts and other copying charges are published by the Office of Enrollment Management.
VI. Record of Requests for Disclosure
  The Office of the Registrar maintains a record of all requests for and/or disclosure of information from a student‘s education record. The record indicates the name of the party making the request, any additional party to whom the University knows it may be disclosed, and the legitimate interest the party had in requesting or obtaining the information. The eligible student may review the record. Students may sign a release authorizing another party to have access to his or her educational record.
VII. Parental Access to Student Academic Records
  Parents or legal guardians of a dependent student may have access to grades and other personally identifiable academic information under guidelines provided in FERPA. Access to this information is limited to parents or legal guardians who claim the student as an exemption on their federal tax return.
  Requests for specific grade or other academic information can be addressed to the Office of the Registrar which maintains that information. Each request must include a copy of the top portion of the parents‘ or legal guardians‘ most recent tax return showing the student, by name and social security number, listed as a dependent. Academic information can also be obtained by providing the Office of the Registrar with written consent of the student.
VIII. Transcripts
  Official transcripts are released by the Office of Enrollment Management upon the written request of the student, except that the University reserves the right to withhold an official transcript for any student with financial indebtedness to the University or an unresolved disciplinary action.