About Capital /
Student Records Policy
STUDENT RECORDS (FERPA) POLICY (1994)
Consistent with the federal Family Education Rights and Privacy Act (FERPA), as amended, Capital University recognizes certain rights of eligible students, parents of dependent students and parents of students under 18 years of age regarding students' educational records, as provided in this policy.
A. "Educational Record" means any record maintained by the University that is directly related to an enrolled student, except:
B. "Eligible Student" means an individual who is or was enrolled as a student of the University and regarding whom the University maintains educational records. Applicants who are not admitted as students are not eligible students.C. "Parent" means the natural and adoptive parents of students under the age of 18 or of students who are "dependents" under the Internal Revenue Code. When the parents of a dependent student are separated or divorced, the University will accord the rights under this policy to each parent unless provided with a court order or legally binding document revoking such rights.D. “Legitimate Educational Interest" means the demonstrated need to know by those officials of the University who act in the student's educational interest, including faculty, administration, clerical and professional employees, and other persons who manage student record information.E. "Directory Information" means information so designated by the University which reasonably would not be considered harmful or an invasion of privacy if disclosed, including a student's name, address (local and home), telephone number (local and home), date and place of birth, participation in officially recognized activities and sports, weight and height-of members of athletic teams, major field of study, dates of attendance, and degrees, awards and academic recognitions.
Eligible students and parents have a right:A. to inspect and review the student's educational records maintained by the University. The University is not required to furnish copies of such records unless they are unreasonably difficult to inspect personally, in which case the University reserves the right to charge a reasonable fee for such copies.B. to request in writing that the University correct educational records believed to be inaccurate or misleading. If the records custodian refuses, the student or parent may request a review by the provost or appropriate vice president after which, if University still refuses, the student or parent has a right to place a statement in the student's record commenting on the contested information. The right to challenge grades does not apply under this policy unless the assigned grade was inaccurately recorded.
A. Generally the University must have written permission from an eligible student or parent before releasing personally identifiable information from a student's educational record. However, the University may disclose without prior consent:
B. A student may request that the University not release directory information by completing and signing the appropriate form provided by the Office of Communication Services.
When personally identifiable information other than directory information is disclosed without the student's prior consent, the appropriate records custodian will keep a record of the disclosure, including the name and legitimate interest of the parties requesting and obtaining the information.
The provost, in consultation with university counsel, serves as FERPA coordinator responsible for resolution of questions arising under this policy. Copies of this policy are available upon request to students and parents from the offices of the University registrar, dean of Student Services, registrar of the Law school, and directors of the Centers for Lifelong Learning in Dayton and Cleveland. Annual notice of this policy shall be provided to current students and parents, including a statement of how a copy of the policy may be obtained. Students having questions or concerns regarding this policy may contact the provost or university counsel. A complaint alleging a violation of FERPA may be filed with the US Department of Education.