Privacy of Records (FERPA)

The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, is a federal law that provides for the maintenance of the confidentiality of student education records and the rights of students to examine and, when appropriate, challenge the accuracy of those records. Elmhurst University intends to comply fully with this law.

Mandatory FERPA training for faculty, staff and students will be sent annually. A FERPA (Release of Student Records) form is required to release information to those that are not the student. Students can submit a FERPA (Release of Student Records) form on etrieve. The FERPA form will remain in effect until August 31st of the current academic year or until revoked based on the student’s selection.

Student education records are kept in several areas on campus. Official academic records and supporting educational and biographical data are maintained in the Office of Registration and Records for currently and previously enrolled students, and in the Office of Admission for those students applying for admission to the University. Parts of these data are provided to University faculty and administrative departments, advising and student support services. Student financial records related to tuition and fee payment and the receipt of financial aid are maintained by the Office of Student Financial Services. Records of disciplinary proceedings leading to suspension are kept in the Office of Student Affairs. Health and medical records are maintained in the Wellness Center. For students who avail themselves of its services, the Weigand Center for Professional Excellence maintains records appropriate to its function.

Only Elmhurst University faculty and staff, acting in a student’s educational interest or performing college-related functions, shall have access to student education records. No one outside the University shall have access to, nor will the University disclose information from, student education records without the written consent of the student, except in accordance with the law. State or federal officials primarily concerned with evaluating and auditing government-funded programs at the University, individuals or organizations connected with a student’s application for financial aid, organizations performing certain research activities, accrediting agencies and persons with official judicial orders may also have access to student education records, as may those who function in connection with an emergency or other special circumstances as provided by federal legislation. Elmhurst University shall make a reasonable effort to notify the student of a judicial order or lawfully issued subpoena for student education records in advance of compliance.

Students may inspect information contained in their education records, with the exception of financial information submitted by parents or confidential recommendations related to admission. Requests for inspection should be made at the appropriate office and will normally be granted, subject to reasonable regulations related to time, place, supervision or record type. Copies of academic records are available to students at the prevailing rate and are not released if a financial obligation exists with the University.

A student may challenge the content of a record as inaccurate or misleading by filing a written statement with the appropriate University office. The responsible University representative will review the request with the student and either make appropriate changes or notify the student of his or her right to an appeal through the established University judicial process. Students may appeal the University’s decisions about the contents of records or file complaints concerning noncompliance with the appropriate federal agency. For additional information about student rights under FERPA, contact the Office of Registration and Records.

Although Elmhurst University does not publish a student directory, certain information is released on a discretionary basis without prior student consent. This information includes: a student’s name, major field of study, enrollment status, participation in NCAA-sanctioned College athletic activities, dates of attendance, photograph, name of hometown, degrees, honors and awards received. Such information is never knowingly provided to any requestor for a commercial purpose. Requests to withhold such information should be directed, in writing, annually to the Office of Registration and Records.