It is the responsibility of faculty to turn in a grade sheet for each course taught and to do so within the time set by the Registrar. It is the responsibility of the Registrar's Office to compile and retain these records on a student-by-student basis and to make such information available in accordance with federal and state laws and with existing University policies.*
* A joint administrative-faculty committee has developed policies and procedures for maintenance of student records to meet the provisions of the Family Educational Rights and Privacy Act (FERPA) of 1974, and has published these as a booklet entitled "Student Records Policies and Procedures at Northeastern University." The booklet is available in the Dean of Students Office. This Section applies to all instructional personnel.
Guidelines for the Release and Disclosure of Information from Student Records at Northeastern University, in accordance with the Family Educational Rights and Privacy Act (FERPA) of 1974, also known as the Buckley Amendment, permits its students to inspect their records whenever appropriate and to challenge specific parts of them when they feel it necessary to do so. Printed below are the specific guidelines and procedures to be followed.
1. Public Records
Information concerning the following items about individual students is public (the office listed has the most accurate and up-to-date information):
a. Office of the Registrar: full name, date of birth, major field of study, dates of attendance, class year, degrees and awards received, most recent previous educational institution attended.
b. Department of Athletics: participation in officially recognized University athletics, weight and height of members of athletic teams.
c. Student Activities: participation in officially recognized University activities and student organizations.
The foregoing public information may be released or published without the student's consent. However, students who do not wish such information to be released or made public may inform the appropriate office, in writing, at the time the information is originally sought from students.
2. Confidential Records
All personally identifiable information relating to particular students and used to make decisions about students or for transmittal to others outside the University other than public records, as defined above is considered confidential.
This information includes, but is not limited to:
Academic evaluations3. Disclosure of Confidential Information - Right of Inspection and Review
General counseling and advising records
Disciplinary records
Financial Aid records
Letters of recommendation
Medical or health records
Clinical counseling and psychiatric records
Transcripts, test scores, and other academic records
Academic records
Cooperative work records
A currently or previously enrolled student has the right to inspect and review official records, files, and data directly related to the student as a student. Access will be provided in the presence of a staff member. The right does not extend to applicants who have been denied admission or to those admitted who did not enroll. Where such information involves other students, the student is entitled to inspect or be informed of that portion of the information pertaining only to himself/herself. Requests under FERPA of 1974 have been accepted since January 1, 1975, and are responded to within 45 days. Only in rare situations will the response period ever approach this limit. Offices may require that requests for access be submitted in writing and may ask for, but not require, the reason for the request.
4. Right to Obtain Photocopies
The right to inspect and review official records includes a provision for copying the records upon request (except where copies are already available to students under established University procedures). Students may obtain copies from the office maintaining the records by filling out the appropriate form and paying the established fee.
5. Definition of Official Records
For purposes of this section, the terms "official records, files, and data" include material on students pertaining to their status as students, held by any unit or department of the University which is intended for University use or is to be available to parties outside the University. It does not include:
a. Letters of recommendation or statements of reference for students obtained or prepared before January 1, 1975, pursuant to implied or expressed promises of confidentiality or personally signed letters of recommendation to which students have waived their right of access; where used only for the purposes for which they were specifically intended.
b. Employment records of students as University employees.
c. Campus law enforcement records held in the Campus Police office.
d. Clinical, medical, counseling, or psychiatric records (these records, or copies thereof, may be reviewed by a physician or other appropriate professional of the student's choice).
e. Financial records of the parents of the student or any information contained therein.
f. Private records kept by individual faculty or administrators, possibly used as memory aids, unless intended for transmittal to others.
g. Institutional records of the student which may be maintained by the University in a computer printout or similar format (as long as this computerized information is not intended to be distributed outside the University), as long as the original source of computer information is available in the office or department having original jurisdiction for the records.
6. Right to Explanation
A student is entitled to an explanation of any information contained in official records directly related to the student. The student has the opportunity for a hearing: to challenge the content of such records to ensure that they are not inaccurate, misleading, or otherwise in violation of privacy or other rights; to correct or delete any such inaccurate, misleading, or otherwise inappropriate data; or to insert into the records a written explanation.
The substantive judgment of a faculty member about a student's work (grades or other evaluations of work assigned) is not within the scope of such hearings. A student may challenge the factual and objective elements of the content of student records but not the qualitative and subjective elements of grading.
7. Hearing Procedure
The following steps outline the procedure to be followed if a student objects to items included in his/her personal record:
a. The student should discuss the objection with the individual responsible for the office where the student's record is maintained.
b. If not satisfied, the student should discuss the objection with the individual to whom that person reports.
c. If not satisfied, the student should discuss the objection with the appropriate Vice President or designee.
d. If not satisfied, the student should file a written request for a formal hearing with the President's Hearing Board on Student Confidential Records. The request should be filed with the Dean of Students Office.
Upon receipt of a written request for a formal hearing, the Hearing Board (including the Vice President of Finance, the University Registrar, the Dean of Admissions, and the Dean of Students) must hold a hearing within three calendar weeks. If the objection has been raised against the office under the responsibility of one of the Hearing Board members, that member shall not participate in the hearing. The Hearing Board must allow a full and fair opportunity for the presentation of evidence relevant to the reason(s) for the hearing request and must render a decision, in writing, to the requesting student within one week of the conclusion of the hearing.
8. Waiver of Access
Students may be invited, but not required, to waive their right of access to confidential letters of recommendation for admission, honors or awards, or career planning and placement. Students will suffer no prejudice in admission, financial aid, or other University services by reason of not executing the waiver. If the waiver is signed, the applicant may request a list of all persons making confidential recommendations or statements.
9. Disclosure of Confidential Information to Third Parties
Third parties do not have access to personally identifiable records or information pertaining to students, as students, without the written consent of the student specifying the records to be released, to whom the records are to be released, and the reasons for such release. However, confidential records may be released:
a. To University officials who require access on an internal need-to-know basis for legitimate educational purposes.
b. To students in their official capacity as file clerks working in University offices.
c. To officials of other educational institutions to which the student has applied and intends to enroll (on condition that the student is entitled to a copy of such records) if the student previously directed that the record be sent.
d. Pursuant to judicial order or subpoena (on condition that the student is notified of the subpoena in advance of the records being released).
e. In connection with the student's application for, or receipt of, financial aid.
f. To authorized federal or state officials in connection with the audit and evaluation of federally supported education programs or in connection with the enforcement of federal legal requirements which relate to such programs, provided that the requirements of federal law as to confidentiality are observed.
g. Parents are considered third parties and are subject to the requirements of this section (unless legal dependence, defined in Section 152 of the 1954 Internal Revenue Code, can be ascertained via a sworn notarized statement and/or IRS documentation).
h. In case of an emergency, the University may release personal information to protect the health and safety of any student.
10. Procedural Standards for Disclosure to Third Parties
Confidential information is transferred to a third party only on the condition that such party is informed that they may not permit any other party to have access to such information without the written consent of the student.
No third party, except University officials having a legitimate educational interest, may have access to such records without signing and dating a written form indicating the interest. Such forms must be kept permanently on file and open to inspection by the student. The University is not required to release information to third parties upon request of the student. Rather, this section simply permits such release under defined procedures. Previous procedures or policies restricting access by third parties will be maintained.
11. Notification of Rights
Students are informed of their rights under the Family Educational Rights and Privacy Act of 1974 by publication of these University guidelines. Copies of this Act are available, for reference, in the Dean of Students Office, 203 Ell Building.
12. Assurance of Compliance
All applications made by departments or offices of the University for federal grants, loans, or contracts will include an assurance of compliance with the Family Educational Rights and Privacy Act of 1974 or a reference to a previous assurance filed with the Secretary of Health, Education and Welfare.
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