FERPA

Definitions

Arkansas State University System

Arkansas State University System means all the campuses within the Arkansas State University System, now and in the future. 

Student

Student means an individual who attends or has attended classes at ASU-Beebe. This policy does not apply to the records of applicants for admission who are not accepted to ASU-Beebe nor does it apply to applicants who are accepted but choose not to attend ASU-Beebe. 

Education Record

Education records are those records, files, documents, and other materials which contain information directly related to a student and are maintained by ASU-Beebe or a person acting for ASU-Beebe.

Directory Information

Directory Information is designated to be the student’s name; local and permanent physical addresses; electronic mail addresses; telephone listings; photographs and electronic images; date and place of birth; major field of study; participation in officially recognized activities and sports; weight and height of members of athletic teams; dates of attendance; degrees and awards received; and the most recent previous educational agency or institution attended by the student.

Arkansas State University - Beebe Family Educational Rights and Privacy Act Policy (FERPA)

The Family Educational Rights and Privacy Act (FERPA) requires that institutions of higher education strictly protect the privacy rights of all students who are or who have been in attendance. Information contained in the student’s education records can be shared only with those persons or entities specified within the Act. The law also provides that students have the right to review their education records for the purpose of making any necessary corrections. The Office of the Registrar maintains a copy of the full text of FERPA, posts electronic information on FERPA, and processes all FERPA requests and challenges.

Arkansas State System FERPA Policy

Family Educational Rights and Privacy Act

Arkansas State University will utilize the following process to implement the provisions of the Family Educational Rights and Privacy Act.

Disclosure of Education Records

Disclosure with student consent

A student may consent in writing to disclosure of education records. The student’s written consent must be signed, dated, and specify which records are to be disclosed, to whom, and for what purpose. The consent must be delivered to the Office of the Registrar. The student may retract the consent in writing at any time. Proper proof of identity may be required by the Registrar’s Office before consent is retracted.

Disclosure without student consent

ASU may disclose education records without the student’s written consent to any school official within the institution with a legitimate educational interest. School officials include administrators, supervisors, faculty members, instructors, support staff, members of the Board of Trustees, persons with whom ASU has contracted for special tasks, and university committee members. A school official has a legitimate educational interest in the official needs to review an education record in order to fulfill his or her professional responsibility. School officials of ASU are considered to be within the institution for the purposes of FERPA and may exchange education records without student consent so long as they have a legitimate educational interest.

  • Disclosure without student consent may also be made to other persons and entities as allowed by FERPA.
  • Faculty sponsors of registered honor societies may have access to student education records for the sole purpose of determining eligibility for membership on the basis that they are acting in an official university capacity that is integral to the educational function of ASU.
  • The parents of students may exercise rights under FERPA if the student is claimed as a dependent by the parents for income tax purposes. Dependency must be proven by submissions of a copy of income tax returns.
  • Upon request, the University discloses education records without consent to officials of another school in which a student seeks or intends to enroll, or where the student is already enrolled so long as the disclosure is for purposes related to the student’s enrollment or transfer.

Disclosure of Directory Information 

Directory information may be disclosed to any person or entity without student consent unless the student submits a completed request for non-disclosure of directory information form to the Office of the Registrar. If a student elects not to allow disclosure of directory information, ASU cannot share information regarding the student with any person or entity including prospective employers, licensing agencies, government agencies, the media, and others. The student may retract the directory information non-disclosure in writing at any time. Proper proof of identity may be required by the Registrar’s Office before the directory information non-disclosure is retracted.

Inspection, Review, and Correction of Education Records

Students have the right to inspect and review their education records except for specific exclusions contained within the Family Educational Rights and Privacy Act. A student should contact the Office of the Registrar to arrange for inspection, review, and correction of an educational record. The Registrar may charge a fee for copies of any education records.

Ownership of Education Records

Education records are the property of ASU. Education records, including transcripts and diplomas, will not be released to any student who has a delinquent financial obligation to the University.

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