Student Records and Family Educational Rights and Privacy Act (FERPA)
Student Records
The Board of Directors of World Mission University have adopted a resolution that all school records shall be retained for a minimum of five years with the exception of individual student records which shall be kept permanently, securely, and confidentially. The Board of Directors will from time to time verify that the school administrators are in fact adhering to the requirements of this resolution. All records of the University are located in the main office. The important records, including each student’s file, grade reports, and financial records, are stored in fire-proof cabinets and on computer disks. In case of the closing of the school, the World Evangelical Mission Alliance will be responsible to retain all documents.
Family Educational Rights and Privacy Act
The Family Educational Rights and Privacy Act (FERPA) afford students certain rights with respect to their education records. These rights include:
1. The right to inspect and review the student’s education records within 45 days of the day World Mission University (hereinafter referred to as WMU) receives a request for access.
A student should submit to the registrar or academic dean a written request that identifies the record(s) the student wishes to inspect. The registrar or academic dean 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 registrar or academic dean, the official shall advise the student of the correct official to whom the request should be addressed.
2. The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading.
A student who wishes to ask WMU to amend a record should write the registrar, academic dean or other official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.
If WMU decides not to amend the record as requested, WMU will notify the student in writing of the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing. After the hearing, if WMU still decide not to amend the record, the student has the right to place a statement with a record setting forth the student’s view about the contested information.
3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
a. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by WMU in an administrative, supervisory, academic or research, or support staff position; a person or company with whom WMU has contracted (such as an attorney, auditor or collection agent); a person serving on the board of trustees; or members of official committee, such as disciplinary or grievance committee, or assisting another school official in performing his or her tasks.
A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request, WMU discloses education records without consent to officials of another school in which a student seeks or intends to enroll.
b. Another exception that permits disclosures without consent is the disclosures of directory information, which the law and WMU defines to include the following: a student’s name, home and campus address, e-mail address, telephone listing, parent’s name and address(es), major field of study, participation in officially recognized activities, dates of attendance, degrees and award received, photograph and the most recent previous educational agency or institution attended.
These exceptions are subject to the right of student to object to the designation of any or all of the types of information listed above as directory information in his or her case, by giving notice to the Dean of Student Affairs on or before September 15 of any year. If such an objection is not received, WMU will release directory information when appropriate.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by WMU to comply with the requirements of FERPA.
Students may review FERPA regulations, frequently asked questions, significant opinions, and other information regarding FERPA through the following website:
www.ed.gov/policy/gen/guid/fpco/index.html
For concerns or issues that were not addressed on the website, students may contact the Office at the following address:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-8520
Questions regarding FERPA and the procedures followed by the WMU to comply with the act may be referred to the office of academic dean or the registrar.