{"id":739,"date":"2013-09-27T11:30:14","date_gmt":"2013-09-27T15:30:14","guid":{"rendered":"http:\/\/www.ramapo.edu\/catalog-2012-2013\/registration-policies\/"},"modified":"2014-06-16T12:53:03","modified_gmt":"2014-06-16T16:53:03","slug":"registration-policies","status":"publish","type":"page","link":"https:\/\/www.ramapo.edu\/catalog-2012-2013\/registration-policies\/","title":{"rendered":"Registration Policies"},"content":{"rendered":"
Student Records (FERPA Policy) \/ Educational Record Guide<\/div>\n

FERPA Policy<\/h3>\n

The Family Educational Rights and Privacy Act of 1974<\/em> helps protect the privacy of student education records. The Act<\/em> provides for the right to inspect and review education records, the right to seek to amend those records and to limit disclosure of information from the records. The intent of the legislation is to protect the rights of students and to ensure the privacy and accuracy of education records. The Act<\/em> applies to all institutions that are the recipients of federal aid administered by the Secretary of Education.<\/p>\n

Disclosure of Directory Information<\/strong><\/p>\n

Ramapo College recognizes the importance of maintaining certain records for each student which contribute to and confirm the student\u2019s educational progress.<\/p>\n

To protect the rights of students regarding these records, the College has established policies and guidelines which describe the records maintained, provisions for releasing information, provisions for student inspection and review of records, and provisions for changes in records when warranted. These rules generally conform to State and Federal laws (the U.S. Department of Education has guidelines for the “Family Educational Rights and Privacy Act of 1974 as amended”, known as the Buckley Amendment or FERPA). These policies are generally supervised by the Office of the Registrar. The following are the rules which relate to these student records:<\/p>\n

    \n
  1. Directory Information
    \nThe following information is considered part of the public record and may be disclosed upon request without consent of the student, unless the student has filed an objection with the Office of the Registrar. (The student\u2019s home address or on-campus address is not directory information and may not be disclosed.)<\/p>\n
      \n
    1. student name<\/li>\n
    2. year-level<\/li>\n
    3. school and major<\/li>\n
    4. credits registered for in current term<\/li>\n
    5. terms attended<\/li>\n
    6. degree granted<\/li>\n
    7. Ramapo College e-mail address<\/li>\n
    8. photograph<\/li>\n
    9. honors, by town<\/li>\n<\/ol>\n<\/li>\n
    10. Confidential Information
      \nAll personally identifiable information other than that described in Directory Information is considered confidential information and\u00a0may be disclosed by the College only as provided below. This information includes the following:<\/p>\n
        \n
      1. academic records<\/li>\n
      2. address (campus or home)<\/li>\n
      3. disciplinary records (except as provided by laws such as the Jeanne Clery Disclosure of Campus Public Safety Policy and Campus Crime Statistics Act)<\/li>\n
      4. financial aid records<\/li>\n
      5. placement records<\/li>\n
      6. letters of recommendation<\/li>\n
      7. medical records (may be reviewed by student\u2019s doctor only)<\/li>\n
      8. telephone numbers (campus or home)<\/li>\n
      9. test scores<\/li>\n
      10. veteran\u2019s records, etc.<\/li>\n<\/ol>\n<\/li>\n
      11. Disclosure of Confidential Information
        \nWith the student\u2019s written consent, any confidential information on file\u00a0may be disclosed to any individual or agency named by the student. There may be a cost to the student if duplication of materials is involved. Disclosure without the student\u2019s consent\u00a0may take place only under the following conditions, except as required by law:<\/p>\n
          \n
        1. When requested by College faculty and staff, when there is legitimate need in the student\u2019s educational interest to have the requested information.<\/li>\n
        2. When required by judicial order (an attempt will be made to notify student where that is permitted by law).<\/li>\n
        3. When required by evaluation agencies in connection with a financial aid application.<\/li>\n
        4. When requested by an accrediting organization to carry out accrediting functions.<\/li>\n
        5. When requested by parents of a dependent student (i.e. the parent shows proof of claiming the student as dependent on certified IRS forms and cancelled checks for tuition payments exist).<\/li>\n
        6. When requested by Federal or State officials to audit and evaluate Federally- and State-supported programs.<\/li>\n
        7. When needed for research purposes to improve educational programs.<\/li>\n
        8. When, in the opinion of the Vice Provost for Student Affairs or his\/her designee, there is a threat to a student\u2019s life or physical well-being which may necessitate disclosure to public safety officials, the student\u2019s family members or another designated emergency contact.<\/li>\n<\/ol>\n

          Disclosure as described in this section will be recorded by the person responsible for the files [except in the case of (a) above], and this record also will be open to the student concerned. Disclosure to others at the student\u2019s request will not be made if any payments due the College by the student are in arrears.<\/p>\n

          When College officials disclose confidential information to authorized parties, the following message will be attached: “The attached information has been forwarded to you with the understanding that it will not be released to other parties. The Family Educational Rights and Privacy Act of 1974 as amended prohibits release of this information without the student\u2019s written consent. Please return this material to us if you are unable to comply with this condition of release.”<\/p>\n

          College Official is defined as those members of the College community who act in the student\u2019s educational interest within the limitations of their \u201cneed to know.\u201d\u00a0 These may include faculty, administration, agents acting on behalf of the College, clerical and professional employees and other persons who manage student educational information including student employees or committee members and agents.<\/li>\n

        9. Student Access to Confidential Information
          \nThe Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:<\/p>\n
            \n
          1. The right to inspect and review the student\u2019s education records within 45 days of the day the College receives a request for access. Students should submit to the Registrar, Dean of the School, or the appropriate official, written requests that identify the record(s) they wish to inspect. The College official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the College official with whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.<\/li>\n
          2. The right to request the amendment of the student\u2019s educational records that the student believes are inaccurate or misleading.
            \nStudents may ask the College to amend a record that they believe is inaccurate or misleading. They should write the College official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided the student when notified of the right to a hearing.<\/li>\n
          3. The right to consent to disclosures of personally identifiable information contained in the student\u2019s education records, except to the extent that FERPA or other laws authorize disclosure without consent.
            \nOne exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College 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 or her tasks.<\/li>\n
          4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Ramapo College to comply with the requirements of FERPA. The name and address of the office that administers FERPA can be found below:<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n

            Educational Record Guide<\/h3>\n
            \n

            Academic Advisement File<\/strong><\/span>
            \nMaintained by:<\/strong> Registrar
            \nNormal Access:<\/strong> Student’s Advisor
            \nContents: <\/strong>Admission application, transfer of credit evaluation, academic standing and learning skills correspondence, student worksheet for academic planning.<\/p>\n

            Academic Standing File<\/strong><\/span>
            \nMaintained by:<\/strong> Provost, VP for Academic Affairs
            \nNormal Access:<\/strong> Academic Affairs, Registrar
            \nContents: <\/strong>Correspondence and forms related to student’s academic standing.<\/p>\n

            Academic Resources<\/strong><\/span>
            \nMaintained by:<\/strong> Registrar
            \nNormal Access:<\/strong> Academic Affairs, Registrar
            \nContents: <\/strong>Courses, credits, grades, grade point average, school major, degree.<\/p>\n

            Office of Testing & Placement Program<\/strong><\/span>
            \nMaintained by:<\/strong> Test Scores
            \nNormal Access:<\/strong> Testing Coordinator
            \nContents: <\/strong>Test scores, correspondence & related.<\/p>\n

            Disciplinary File<\/strong><\/span>
            \nMaintained by:<\/strong>\u00a0Office of\u00a0Student Conduct
            \nNormal Access:<\/strong> Student Affairs, College officials
            \nContents: <\/strong>Correspondence and forms relating to disciplinary action taken against student.<\/p>\n

            Directory Information<\/strong><\/span>
            \nMaintained by:<\/strong> Registrar
            \nNormal Access:<\/strong> Registrar, Vice President for Student Affairs
            \nContents: <\/strong>Name, year level, school, major, credits enrolled for, terms attended, degree attained.<\/p>\n

            Financial Aid File<\/strong><\/span>
            \nMaintained by:<\/strong> Director of Financial Aid
            \nNormal Access:<\/strong> Financial Aid
            \nContents: <\/strong>Aid application, parents’ confidential statements, award letters.<\/p>\n

            Housing<\/strong><\/span>
            \nMaintained by:<\/strong> Director of Residence Life
            \nNormal Access:<\/strong> Residence Life
            \nContents: <\/strong>Housing applications, assignments, correspondence.<\/p>\n

            International Students<\/strong><\/span>
            \nMaintained by:<\/strong> Director of International Student Services
            \nNormal Access:<\/strong> Director of International Students Services, academic advisors
            \nContents: <\/strong>Certification forms, correspondence.<\/p>\n

            Medical Records<\/strong><\/span>
            \nMaintained by:<\/strong> Director of Health Services
            \nNormal Access:<\/strong> Medical
            \nContents: <\/strong>Student Medical History, physical examination record, insurance reports, diagnosis and treatment records, immunization records.<\/p>\n

            Security Reports<\/strong><\/span>
            \nMaintained by:<\/strong> Director of Security
            \nNormal Access:<\/strong> Security, Vice President for Student Affairs
            \nContents: <\/strong>Incident reports.<\/p>\n

            Student Accounts<\/strong><\/span>
            \nMaintained by:<\/strong> Business Services
            \nNormal Access:<\/strong> Business Services, Registrar, Financial Aid
            \nContents: <\/strong>Record of payment for all tuition, fees, fines.<\/p>\n

            Teacher Placement File<\/strong><\/span>
            \nMaintained by:<\/strong> Teacher Education and Certification, SSHS
            \nNormal Access:<\/strong> Teacher Education and Certification
            \nContents: <\/strong>Student data form letter, letters of recommendation.<\/p>\n

            Veteran’s File<\/strong><\/span>
            \nMaintained by:<\/strong> Financial Aid Office
            \nNormal Access:<\/strong> Financial Aid
            \nContents: <\/strong>Eligibility certificate, enrollment certification, correspondence, veteran’s fact sheet, advance payment release form, tutorial assistance authorization.<\/p>\n<\/div>\n

            As of January 3, 2012, the U.S. Department of Education’s FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records \u2014 including your Social Security Number, grades, or other private information \u2014 may be accessed without your consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities (“Federal and State Authorities”) may allow access to your records and PII without your consent to any third party designated by a Federal or State Authority to evaluate a federal- or state-supported education program. The evaluation may relate to any program that is “principally engaged in the provision of education,” such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.<\/p>\n

            NOTICE: This statement of policy is published so College students may be aware of its provisions. Any student who wishes the College not disclose any part of the information classified as directory information (see Directory Information above) should complete the FERPA Non Disclosure form in the Registrar’s Office.<\/p>\n

            \n
            \n

            Family Policy Compliance Office
            \nU.S. Department of Education
            \n400 Maryland Avenue, S.W.
            \nWashington, DC 20202-5920<\/p>\n<\/div>\n

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            New Jersey Residency Requirements For In-State Tuition<\/div>\n

            New Jersey Domicile Requirements<\/h4>\n