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Purdue University Executive Memoranda Master Listing

PURDUE UNIVERSITY
OFFICE OF THE PRESIDENT
EXECUTIVE MEMORANDUM NO. B-30
(Supersedes Executive Memorandum No. B-44, dated February 17, 1977
Superseded by Executive Memorandum No. C-4, dated September 11, 1984)

November 15, 1974

To: All Purdue University Students and Staff

Re: Compliance with Public Law 93-380, "Family Educational Rights and Privacy Act of 1974"


Policy Statement on Protection of Rights and Privacy of Students

  1. This policy is intended to implement the new federal legislation (effective 19 November 1974) entitled the "Family Educational Rights and Privacy Act of 1974" ("Act").

  2. Purdue University herewith notifies all students and staff of the official University policy regarding student rights and institutional responsibilities under the Act, as presently interpreted and hereafter enumerated:

    1. The requirements and provisions of the Act are extended only to students attending the University.

    2. The student has a right to:

      1. inspect and review any and all official records, files, and data (except those specifically excluded below) directly related to him, within 45 days of a written request being presented to the authorized custodian of the information in question;

      2. receive a University administrative hearing to challenge, correct, or delete any inaccurate, misleading or otherwise inappropriate data contained in subject materials;

      3. receive a copy, if desired, of all records supporting enrollment or transfer to another school, and have an opportunity for an administrative hearing to challenge the content of those records prior to release;

      4. be notified of all judicial orders and lawfully issued subpoenas requiring the release of any personally identifiable information contained in personal school records, prior to compliance with such orders or subpoenas by the University;

      5. inspect a written form kept permanently with his file, containing the signature of all individuals, agencies, or organizations who have seen the file, stating their legitimate educational or other interest for seeing it.

    3. Records, files, and data not available to the student for inspection, review, challenge, correction, or deletion include:

      1. all references, recommendations, evaluations, and other written notations or comments. originated prior to 1 9 November 1974, where the author by reason of custom, common practice, or specific assurance thought or had good reason to believe that such documents and materials would be maintained as confidential, unless the author consents in writing to waive such confidentiality;

      2. all grading, counseling, and other notes intended for the personal use of and maintained by the author, and never intended to be official records of the University or to be made available to third parties;

      3. parents' financial statements, submitted to support student aid requests on the condition that they would not be made available to the student for review;

      4. and any references, recommendations, evaluations, or comments originated after 19 November 1974, which were solicited by or at the request of students upon their written assurance that they would waive their right of review or inspection of the subject document.

    4. Individuals within the University who have a legitimate educational interest will be given access to personally identifiable records, files, and information on students without the student's written consent, if they sign a written form which shall be permanently affixed to the student's record, indicating specifically their legitimate educational interest for seeking the information.

    5. Except where authorized or compelled by law or given to law enforcement authorities, the University will not provide third parties (including parents and guardians) with personally identifiable records, files, and information on students until written consent by the student has been received. The University shall then release the information upon receipt of written assurance by such third parties that they will not permit any other party to have access to the information without the written consent of the student.

  3. The Registrar is designated to assist with the interpretation and implementation of this law.

  4. The foregoing statement of University policy becomes effective immediately, but should be regarded as tentative pending the issuance of federal regulations and guidelines.

    Arthur G. Hansen
    President