(To view our FERPA policy guidelines for faculty and staff, clickHERE)
*STUDENTS: Manage your FERPA record access waivers online using your WebAdvisor account. If you need instructions, clickHERE.
*PARENTS: The US Department of Education provides a FERPA overview for parents. ClickHEREfor more information.
The complete academic record of every current and former student of Manhattanville College is maintained by the Registrar's Office. In compliance with the Family Educational Rights and Privacy Act ('FERPA'), academic information is generally only released after receiving written or electronic authorization from the student. Certain types of student academic and demographic data, classified as Directory Information, may be released at the sole discretion of Manhattanville College without a student's prior consent. Any or all items on the Directory Information List may be made available to:
Approved contractors/sub-contractors for support services (ie: food service, IT software/systems, academic support platforms, etc.)
Entities conducting official business with the College
Vendors providing goods/services that the College deems of vlaue to the student community
Directory Information List:
Address (both permanent and local)
Mville e-mail address
Photograph, video or electronic image
Date and place of birth
Major field of study
Dates of attendance
Degrees and awards received (including anticipated graduation date and dean’s list)
Most recent previous educational agency or institution attended
Grade level or year (such as "first-year student" or "junior")
Enrollment status (undergraduate or graduate; full-time or part-time)
Participation in officially recognized activities and sports (including positions held and official statistics)
Weight, height and player statistics of members on athletic teams (NOTE: The Athletics Dept. collects an additional waiver for use of an athlete's image and player stats in news and media releases)
Students must notify the Registrar's Office in writing that they wish to withhold release of their Directory Information. For Manhattanville College's complete FERPA Policy, please access our annual College catalogs at the link below: Manhattanville College Catalogs
Manhattanville College abbreviated FERPA Policy Statement: Student Review of official records: A. TYPE AND LOCATION OF EDUCATION RECORDS; OFFICERS RESPONSIBLE 1. The principal education record for every current and former student of the College is kept in the Registrar's Office. The Registrar and his/her representative are custodians of 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)
B. INSPECTION & REVIEW OF RECORDS 1. For record inspections involving the student's routine academic record, an official transcript may be purchased. Official transcripts are available at a cost of $8.00 each. A student's written or electronic permission is required before a transcript request is processed. Unofficial transcripts (on plain white non-secure paper without official college seal and signatures) are available at no charge and also require student permission before processing. Official transcripts will NOT be released if the student has an overdue balance owed the College. If a student has an overdue balance, but wishes to inspect their transcript under FERPA, only one (1) unofficial copy will be provided. 2. A student may inspect and review his/her full educational file kept by the Registrar's Office or records maintained by another college office (as listed above) by submitting written request to the person in charge of the records. If the written request is directed to any person other than the Registrar, a copy of that request must also be forwarded to the Registrar for inclusion in the student's academic record. That office is expected to comply as soon as possible; this must be done not later than 45 days after the request has been made and received. 3. 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
Those documents classified under FERPA as non-educational and in "sole possession of the maker". These include personal and procedural notes maintained by any faculty and staff member
4. The requestor will be contacted in writing indicating the record-holding office's availability and will be asked to set up an appointment. Upon arrival for record inspection, the following steps will be followed:
The student MUST provide a valid photo ID issued by Manhattanville College or another government agency (driver's license, passport, etc.)
Persons accompanying the student will NOT be permitted to attend the record inspection session unless the student has identified the party previously as allowed to access their College records under FERPA (via an existing FERPA waiver on file). If an existing waiver is not in place, a new waiver must be filled out before the record inspection session begins. All accompanying persons will be ID'd.
He/she will be seated in the office and given their record folder.
No photocopies may be requested or made by the student. If copies are requested, charges may apply. The office holding the records has 10 working days to provide copies. Copies WILL NOT be made of transcripts from other institutions (submitted for transfer credit). Students must contact prior institutions separately to request official records
At the conclusion of the record inspection session, the student will be asked to sign a Record Inspection Statement as proof the College has meet its FERPA record inspection obligation. This statement will be placed in the student's file
5. 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. 6. 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 College officer. Copy charges will apply. 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. 7. 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 8. 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.