The complete academic record of every current and former student of Manhattanville College is maintained by the Registrar's Office and is generally ONLY released upon the written request of the student. In compliance with the Family Education Rights and Privacy Act (FERPA), academic records are disclosed only with the written consent of the student. Certain types of student academic data, classified as "directory information", may be released by the College without a student's prior consent. For a in-depth review of Manhattanville's FERPA Policy, please see our annual College catalogs. Click the link below, choose a catalog and then search under "FERPA":
A. TYPE AND LOCATION OF EDUCATION RECORDS; OFFICERS RESPONSIBLE
1. The principal education record for every current student and for graduates of the College is kept in the Registrar's Office. The Registrar and his/her representative are responsible for these records.
2. For the purposes of defining an education record, the College also recognizes the following types of administrative records as educational and, hence, protected by the provisions of FERPA.
- Student Financial Records (Officers responsible: VP finance and Director of Student Accounts)
- Admission Records [prior to transmitting files to the Registrar's Office] (Officer responsible: Vice President for Enrollment Management)
- Financial Aid Records (Officer responsible: Director of Financial Aid)
- Records Pertaining to Student Athletes: (Officer responsible: Director of Athletics)
- Student Health Records (Officer responsible: Director of Health Services)
- Cumulative Academic Records [former students; permanent transcript] (Officer responsible: Registrar)
- Disciplinary Records [Academic] (Officer responsible: Provost's Office)
- Disciplinary Records [Non-Academic and those records which are not "law enforcement unit records"] (Officer responsible: Dean of Students)
- Records Pertaining to Student Academic Advisement: (Officer responsible: Dean of Academic Advisement Office)
- Learning Assistance Center Student Records (Officer responsible: (Director: Academic Resource Center)
2. The student has the right to review and inspect all the documents in his/her record except:
- Confidential evaluations and letters of recommendation filed before January 1, 1975;
- Evaluations and recommendations after that date if the student has waived his/her right to see them;
- Financial records and statements of the student's parents or guardians submitted to assess eligibility for financial aid; and,
- Those documents classified by the law as non-educational. These include personal and procedural notes maintained by Faculty.
3. If, after inspecting and reviewing his/her records, the student has any question about them, he/she may request an oral or written explanation and interpretation of them.
4. The student may also secure a copy of every document in the record which is open to him/her. These copies will be made by the Registrar or other designated officer under the same terms, conditions, and charges as for a copy of an official transcript at $8.00 for each request. Copies will be ready within 10 working days of the request. Copies will NOT be released if the student has an overdue debt owed the College.
5. The student has a right to file a complaint with the United States Department of Education over alleged failures by the College to comply with the requirements of FERPA; and
6. The student also has a right to obtain a copy of this policy.
C. AMENDMENT OF AN EDUCATION RECORD
1. If, after inspecting and reviewing his/her records, the student believes that any information contained in them is inaccurate or misleading or violates his/her privacy or other rights, he/she may request, in writing to the Registrar, that the officer who is responsible for maintaining those records amend them. A copy of the request will be included in the student's file and in the record of inspection requests maintained by the Office of the Registrar.
2. That officer, in consultation with the Registrar, must reach a decision and inform the student of this decision in writing within a reasonable period of time after receipt of the request. A copy of this decision must also be forwarded to the Registrar for inclusion in the student's permanent academic record.
3. If the officer refuses to amend the record in accordance with the student's request, the student has the right to a hearing.
4. This hearing will be conducted by a committee appointed by the Vice President for Academic Affairs and will consist of persons who do not have a direct interest in the outcome of the hearing.
5. The hearing will be held within a reasonable period of time after the student has made the request. The Vice President for Academic Affairs will provide the student with the date, place, and time of the hearing, reasonably in advance of the hearing.
6. The student will be afforded a full and fair opportunity to present evidence relevant to the issue raised, and may be assisted or represented by individuals of his/her own choice at his/her own expense, including an attorney. The hearing shall be presided over by an official of the University who shall not have a direct interest in the outcome of the hearing. The University may, in its discretion, decide to have counsel present to assist the presiding officials.
7. The committee will make its decision in writing within a reasonable time period after the conclusion of its hearing.
8. The decision of the committee will be based solely upon the evidence presented at the hearing and will consist of a written statement given to all parties concerned, summarizing the evidence and stating the reasons for the decision.
9. If, as a result of the hearing, the committee supports the complaint of the student, the education records of the student will be amended accordingly, and the student will be so informed.
10. If the committee decides against the student, he/she has the right to place in his/her record a statement commenting on the information in the record and/or stating his/her reasons for disagreeing with the decision. This explanation will be maintained by the University in the office of the individual designated as custodian of the record in question as part of that education record of the student for as long as those records are maintained; and, whenever a copy of those records is sent to any party, the explanation will accompany it. A copy of this statement will also be forwarded to the Registrar.
NOTIFICATION: Students will be notified each year of their rights under FERPA through the annual release of each new College Course Catalog (published online) and through the Registrar's Office web portal at www.mville.edu/registrar.
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