Records & Privacy

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Student Records and FERPA

The Family Educational Rights and Privacy Act of 1974 (FERPA) prevents the College from releasing “personally identifiable student education records” to unauthorized individuals or organizations without the student’s written consent. However, College employees who have a legitimate need to see these records, and parents who can prove that a student is still a dependent for tax purposes, can view these records if they follow the proper procedures.

As a result of this federal legislation, records in the Offices of Admissions, Professional Development Center, Student Affairs, Financial Aid, Registrar and Office of Faith and Spirituality as well as all student records maintained in other Westminster College offices except counseling and health records maintained in the Wellness Center and student records maintained in the Office of Disability Resources will be open to review in the presence of the appropriate College administrator upon written request by a student. Records in the Wellness Center may be reviewed by a physician or other professional of the student’s choice in the presence of the appropriate administrator.

A student’s medical and psychological records will be available to him/her for a period of seven years following the termination of the College-student relationship (e.g., graduation, withdrawal from the College, etc.). All student medical and psychological records will be discarded by the College after the three-year period. All requests for a former student’s medical and psychological records must be made in writing by that individual to the Director of the Wellness Center.

Student records in the Office of Disability Resources are maintained for a period of seven years following the termination of the College-student relationship (e.g., graduation, withdrawal from the College, etc.).

Students’ disciplinary records will be retained by the College for a period of five years following the termination of the College- student relationship. Disciplinary records will be retained indefinitely by the College in cases of disciplinary suspension or expulsion.

Any material contained in a student’s file dated prior to Jan. 1, 1975, produced in expectation of confidentiality shall continue in that status — for example: health records, psychological records, psychological test results and diagnostic data, interest inventories, admissions and placement references, high school transcripts, financial aid data, and all reference letters.

Students are entitled to one copy of material dated after Jan. 1, 1975. Costs of reproduction shall be the responsibility of the student. Students may not remove material from any file.

If information in a student’s file is challenged, the author of the material shall be notified, if possible, and afforded the opportunity to debate or alter the information. If the author does not change the challenged material to the satisfaction of the student or if the author cannot be practically contacted within 45 days of the written request of the student, the student may present the case before a hearing board appropriate to the case appointed by the President of the College which shall comprise faculty, administration, and students. Written clarification or rebuttal to the contested material or additional written comments may be added to the file by the student.

Any challenge to professional diagnosis or opinion (such as medical, psychiatric, or psychological diagnosis) must be on the basis of other professional opinion or diagnosis furnished by the challenger. Such additional information will be placed in the file of the student. The right to challenge a recorded grade given in any course is not within the jurisdiction of this policy.

Faculty and administrators may have access to student records in all offices other than the Financial Aid, the Wellness Center, and Business Office for legitimate educational reasons. Such reasons are to be determined by the appropriate administrator.

The release of any information to a third party other than a member of the faculty and administration of Westminster College will take place only after written consent is obtained from the student who shall verify the records to be released, to whom, and the reason for the release. Exceptions may be made in cases of compliance with judicial order or in response to a lawfully issued subpoena.

Students who request to review or challenge any records held in any office at Westminster College shall be required to submit a written request to the appropriate administrator stating the records to which there is desired access. Procedural details may be obtained from the Office of Student Affairs.

The portion of the education record known as “Directory Information” is available only to members of the campus community with valid My.Westminster credentials.

Directory Information

Directory Information is personal student data that can be published in a Campus Telephone Directory or used to identify a student to outside agencies. Directory Information is treated in a professional manner by the College and its employees.

The following pieces of student information are considered Directory Information:

• Student’s name
• Home or campus address
• Parents and/or guardian’s name
• Date and place of birth
• Telephone listing (includes cell phones)
• Email address
• Current enrollment status (full- or part-time)
• Major field of study
• Class level
• Participation in officially recognized activities
• Campus honors
• Weight and height of members of athletic teams
• Dates of attendance
• Date of graduation
• Degree(s) received
• Educational institutions most recently attended

If you are a student, you have the right to withhold directory information for a given academic year in any or all of the directory information categories. This can be done by submitting a request in writing, including signature, to the Office of Marketing and Communications, Old Main 101, within the first 15 class days of the first semester attended in a given academic year. A new request must be completed for each academic year.

Restricting all of your Directory Information may have some undesired consequences. If you have any questions about these consequences, ask about them at the Office of Student Affairs.

Requesting or Releasing Copies of Student Records

Westminster College faculty or administrative staff members may request copies of student records, provided they have a legitimate need for these records that pertains to their duties as an employee of the College.

Westminster College students may authorize the release of their records to their parent(s)/guardian(s) by completing the Student Consent to Release Education Record Information form available online.

A parent who has claimed a student as a dependent for federal tax purposes in the most recent tax year may request a copy of that student’s record, providing a completed Parent Request for Disclosure of Education Record form, available in the Registrar’s Office and online, has been filed at the Registrar’s Office.

Accessing Grades

Students may view their grades through My.Westminster once the semester is completed. Mid-term grades are posted for all students each semester.

Enrollment Verification

Students may obtain verification of dates of enrollment and full-time status for most purposes through the links provided to the National Student Clearinghouse on My.Westminster. This information is immediately available and is updated several times each semester. Students who must supply an employer or insurance agency with proof of satisfactory progress or grade point average may contact the Registrar’s office for more information.