Confidentiality Agreement

Confidentiality of Student Records

The disciplinary records of Ferris State University students are maintained in the Office of Student Conduct. The records normally would include the following: the original report(s) on the incident(s) or situation(s) alleged to be a violation of University regulations and all correspondence between the Office of Student Conduct or designee, and the student.

If you have questions, please contact the Office of Student Conduct, 1019 Campus Drive, Birkam Health Center, Suite 214, Big Rapids, Michigan , 49307, (231) 591-3619.

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Effective August 25, 1999 :

  • records involving suspension or dismissal from the University may be kept indefinitely
  • records involving disciplinary probation, removal from University housing, or academic misconduct may be retained for five years beyond a student's graduation, withdrawal, or transfer from the University
  • all other records are destroyed after graduation, unless special circumstances warrant retaining the files

Students' disciplinary records are confidential. The records can be released only under certain conditions. The Family Education Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records, including:

  • The right to inspect and review the student's education records within 45 days of the day the University receives a request for access.
  • The right to request the amendment of the student's education records that the student believes are inaccurate or misleading.
  • The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.

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Notification of Rights Under the Family Educational Rights and Privacy Act (FERPA) The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are as follows:

 

  1. The right to inspect and review the student's education records within 45 days of the day the University receives a request for access.

    Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

  2. The right to request the amendment of the student's education records that the student believes is inaccurate or misleading.

    Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. if the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right of the hearing regarding the request for amendment. Additional information regarding the procedures will be provided to the student when notified of the right to a hearing.

  3. The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.

    One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an educational record in order to fulfill his or her professional responsibility. Upon request, the school in which a student seeks or intends to enroll.

  4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Ferris State University to comply with the requirements of FERPA.

    The name and address of the Office that administers FERPA is:

    • Family Policy Compliance Office
    • U.S. Department of Education
    • Washington, DC 20202-4605

As outlined by the Act, at the discretion of the University, directory information, is defined as name, home and local address, telephone number, academic program, dates of attendance, degrees and awards received, the most recent previous educational institutions attended, and participation in recognized activities and sports, may be released without your consent. However, you may request that any or all of the items identified as directory or public information, with the exception of name, be withheld and considered restricted information. To exercise this option you must file a written request at the Registrar's Office. The request for non-disclosure must be filled by the end of the first week of classes to assure information will not be published in the student directory. A request for non-disclosure will be honored by the institution and remain active until you notify the Registrar's Office in writing to remove the restriction.