Private Policy

STUDENT RIGHTS TO ACCESS AND PRIVACY

Lewis University complies with the regulations governing the implementation of the Family Educational Rights and Privacy Act (FERPA) of 1974, as amended. For specific information regarding FERPA please refer to: http://www.ed.gov.

The University policy is:

  1. Students are informed of their rights to privacy and access in this Student Handbook.

  2. The following University officials are responsible for the records indicated:
    • Academic Counseling and Academic Records - Deans of the Colleges
    • Directors of Academic Programs - Registrar
    • Admissions Records - Senior Vice President of Enrollment
    • Financial Statements - Director of Financial Aid Services
    • Placement Letters and Letters of Recommendation - Assistant Director of Career Services and Internships
    • Student Accounts - Bursar
    • Health Records - Director of Health Services
    • Traffic Records - Deputy Chief of Police
    • Disciplinary Records - Dean of Student Services
    • Housing Records - Director of Residence Life
  3. Lewis University will not disclose personally identifiable information from University records without prior written consent of the student except when prior consent is not required by the FERPA. Such consent shall be signed and dated by the student and shall include a specification of the records to be disclosed, the purpose of the disclosure and the party or parties to whom the disclosure may be made. Information may be released to University officials with legitimate educational interest, which may include faculty, administration, coaches, clerical and professional employees and other persons who manage student record information.

  4. Lewis University will require University departments releasing records, upon the written consent of the student, to inform the third party recipient to whom the information is disclosed that the information may not be disclosed to any other party without the consent of the student.

  5. Lewis University will require all officials maintaining student records to keep additional records for each student indicating those parties who have requested or obtained personally identifiable information and the legitimate interests these parties had in requesting or obtaining the information except as exempted by the FERPA.

  6. Lewis University permits students to review their records according to the following procedures:
    1. The student may submit a written request for the review through the appropriate departments which indicates the date of the request, the purpose of the review, and the specific items to be reviewed.
    2. The University shall respond in writing and designate the date for such review, which will be within 45 days of the request for review.
    3. At the time of the review, the student will be required to present proper identification (e.g., driver’s license or school ID).
    4. Access will not be granted to
      (i) Financial records of the parents of students or any information contained therein
      (ii) Confidential letters and statements of recommendations which were placed in the University records prior to January 1, 1975, and
      (iii) Confidential recommendations regarding admission to an educational institution, application for employment or application for an honor or honorary recognition.
  7. Lewis University permits students to copy records excluding conduct records unless these records are restricted because of an outstanding financial obligation or are themselves subject to provisions of the Privacy Act limiting disclosure. Except where institutional policy regularly provides otherwise (e.g., distribution of transcripts), fees for copies of educational records may be assessed.

  8. Students have the right to challenge the accuracy of information contained in their records if they believe a mistake has been made. The initial request to make a change should be made to the University official overseeing the record. If the student is not satisfied with the results of this conference, the student may appeal the matter according to the established procedures of the involved division. Minimal procedures for such appeals are set forth in appropriate sections of the FERPA and must be adhered to. The University will permit students dissatisfied with the results of the appeal to place a statement in the records in question, commenting upon the information therein and/or setting forth any reason for disagreement with the institutional decision not to correct or amend the record. Such a statement shall become a part of the information contained in the records and will be disclosed with them.

  9. Student has the right to file a complaint with the U.S. Department of Education concerning alleged failures by Lewis 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
    400 Maryland Avenue, SW
    Washington, DC 20202-4605