V1912.02 Student Records - Directory Information
As custodian of student
records in compliance with the Family Educational Rights and Privacy Act of
1974, the university assumes the trust and obligation to ensure full protection
of student records which includes maintaining the confidentiality of education
records. The term 'student' in this policy means an eligible student under
FERPA (a student at VCSU).
Student records maintained
by the university fall into two general categories - - directory information
and educational records. This policy defines Directory Information, as required
under SBHE Policy 1912. Policies regarding Educational Records may be found in
the Student Handbook.
Directory
Information
Directory information is
information concerning a student which may be released publicly. It includes
the following:
- Student Name *
- Hometown (city,
state)
- Campus e-mail address
- Height, weight and
photos of athletic team members
- Major field of study
(all declared majors)
- Minor field of study
(all declared minors)
- Class level
- Dates of attendance
- Enrollment status
(withdrawn, half-time, full-time)
- Names of previous
institutions attended
- Participation in
officially recognized activities and sports
- Honors/awards
received
- Degree earned (all
degrees earned)
- Date degree earned
(dates of all degrees earned)
- Directory photos, photographs
and video recordings of students in public or non-classroom settings
(photographs from classrooms or class-related activities are NOT directory
information)
Under the Family Educational Rights and Privacy Act,
students have the right to request directory information not be made public by
contacting the Office of the Registrar. Campuses will honor student requests to
withhold directory information until the student makes the request in writing
to lift the restriction.
The university receives
inquiries for 'directory information' from a variety of sources including, but
not limited to, prospective employers, other colleges and universities,
graduate schools, licensing agencies, government agencies, news media, parents,
friends, and relatives. VCSU has no responsibility to contact a student for
subsequent permission to release directory information after the student has
requested a restriction.
* If a student provides a preferred
name, the college or university tries to use it when communicating directly
with the student. The preferred name is also used in class/grade rosters,
academic requirement reports, email addresses, etc. Preferred name is a
supported business practice, unless there is a documented business or legal
reason to use a student’s legal name. When communicating with outside third
parties, including parents, the college or university generally uses a
student’s legal name. Please note the collection and use of preferred names
across campuses is an evolving practice.
** Campus email addresses are only
disclosed to requestors who agree to not use them for solicitation.
Sponsor: Vice President for Academic Affairs
Effective: May 2019
Revised: June 2019