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Academic Catalog 2024-2025

Student Records, Privacy, and Disclosure

Students applying to, or attending, the University of Saint Mary in good faith for the purpose of pursuing educational activities at any level have a permanent student record maintained by the University Registrar.

Official transcripts received by the University of Saint Mary are kept in the student permanent records and never destroyed. Other forms (add/drop, waivers, etc.) are scanned into the permanent record upon receipt and are kept according to the university’s records and retention policy.

The University of Saint Mary complies fully with the Family Educational Rights and Privacy Act of 1974 (FERPA). FERPA permits access to education records by eligible students or by parents of dependent students. Dependent student is defined in Section 152 of the Internal Revenue code of 1954. If dependent status is documented, and upon written request of the parent and prior notification to the student, education records may be released.

Student Rights

FERPA affords eligible students certain rights with respect to their education records. An eligible student under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution at any age. These rights include:

  1. The right to inspect and review the student’s education records within 45 days after the day the University of Saint Mary receives a request for access. A student should submit to the Registrar, Provost/Vice President for Academic Affairs, head of the academic department, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The University of Saint Mary official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the University of Saint Mary official to whom the request was submitted does not maintain the records, 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, misleading, or otherwise in violation of the student’s privacy rights under FERPA. A student should write the University of Saint Mary official responsible for the record, clearly identifying the part of the record the student wants changed, and specify why it should be changed. If the University of Saint Mary decides not to amend the record as requested by the student, the University of Saint Mary official will notify the student in writing of the decision and advise the student of the right to a hearing regarding the request for amendment. Additional information regarding the hearing process will be provided to the student when notified of the right to a hearing.
  3. The right to provide written consent to disclosures of personally identifiable information (PII) contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University of Saint Mary in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University of Saint Mary 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/her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his/her professional responsibility for the University of Saint Mary.
  4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University of Saint Mary to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

    Student Privacy Policy Office

    U.S. Department of Education
    400 Maryland Ave, SW
    Washington, DC 20202

Directory Information

Directory information concerning students may be released unless the student specifically requests that such information be withheld. The University of Saint Mary recognizes directory information to include at a minimum a student’s name; address; telephone listing; electronic mail address; date and place of birth; level of education; major field of study; participation in officially recognized activities and sports; height and weight of athletic team members; dates of attendance; full-time/part-time status; degrees, honors, and awards received; photograph; and the most recent previous education agency or institution attended by the student. Students who wish to withhold any or all directory information must complete the Request to Prevent Disclosure of Directory Information form that can be found on eSpire or by requesting the form from the Registrar’s Office. The form will remain in effect until rescinded by the student.