III-6.30(A) UNIVERSITY OF MARYLAND POLICY AND PROCEDURES ON THE DISCLOSURE OF STUDENT EDUCATION RECORDS
(APPROVED BY THE PRESIDENT 1 AUGUST 1991; updated April 15, 1996, June 2, 1997, and October 1, 2002 by President's Legal Office)
"Directory Information" means information which would generally not be considered harmful or an invasion of privacy if disclosed. It includes, but is not limited to, a student's name, address, telephone listing, e-mail address, date and place of birth, major field of study, full-time/part-time status, participation in officially recognized activities and sports, weight and height of athletic teams, dates of attendance, degrees and awards received, and the most recent previous educational agency or institution attended.
"Disclosure" means to permit access to or the release, transfer, or other communication of education records to any party by any means, including oral, written, or electronic means.
"Education Records" means those records maintained by UMCP which contain information directly related to a student except:
2. Records maintained by UMCP Police solely for law enforcement purposes and kept separately from the education records described above.
3. Records of employment which relate exclusively to the individual in that individual's capacity as an employee, and are not available for use for any other purpose.
(NOTE: If a currently enrolled student is employed as a result of his or her status as a student, records relating to that employment are education records.)
4. Records on a student who is eighteen years of age or older made by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional made or used only for treatment purposes and available only to persons providing treatment.
(NOTE: Treatment for the purposes of this definition does not include remedial educational activities.)
5. Alumni records which contain only information relating to a person's activities after that person is no longer a student at UMCP and do not relate to that person as a student.
"Parent" means a parent of a student, and includes a natural or adoptive parent, a guardian, or, in the absence of natural or adoptive parents, an individual acting as a parent.
"Party" means an individual, agency, institution, or organization.
"Personally identifiable information" means a student's name, a name of a student's parent or family members, an address of a student or a student's family, a personal identifier, such as a social security number or student number, a list of personal characteristics or any information that would make a student's identity traceable.
"Record"means any information recorded in any way including but not limited to handwriting, print, tape, film, microfilm, and microfiche.
"Student" means any individual who is or has been in attendance at UMCP and on whom education records are maintained.
Requests for access to education records must be made in writing, signed by the student, and must include the student's social security number.
2. Place of Request
Requests are made to:
College Park, Maryland 20742-5231
UMCP will comply with a request for access within a reasonable time, not to exceed 45 days. Whenever possible, arrangements shall be made for the student to read his or her records in the presence of a staff member.
4. Reproduction of Records
A student may ordinarily obtain copies of education records by paying the cost of reproduction. The fee for photocopies is $.25 per page. There is no charge for staff time to search for or collect education records. Only copies of a student's current UMCP transcript will be provided. Official University of Maryland transcripts with the seal of the University will be provided at a higher cost.
Applications and transcripts from institutions previously attended.
All on-going academic and biographical records, undergraduate and graduate:
Chair of the Department
Dean's office of each school
Director of Resident Life
Letters of evaluation, personal information sheet, transcript, test scores (with student permission).
Pre-law advisor: Hornbake Library
Pre-dental advisor: Hornbake Library
Pre-medical advisor: Hornbake Library
7. Judicial Affairs
Student's judicial and disciplinary records
Biographical data, summaries of conversations with students, test results
9. Financial Aid
Financial Aid applications, needs analysis statements, awards made
10. Career Development Center
Recommendations, unofficial copies of academic records
Student accounts receivable, records of students' financial charges and credits with UMCP
2. job placement;
3. receipt of honors and awards.
A. Directory Information (defined above)
2. Students will be given annual notice of the categories of information designated as directory information.
A school official is:
b. A member of the Board of Regents.
c. A person employed by or under contract to the University to perform a special task, such as an attorney or auditor.
A school official has a legitimate educational interest if the official is:
a. Performing a task that is specified in his or her position description or by a contract agreement.
b. Performing a task related to a student's education.
c. Performing a task related to the discipline of a student.
d. Providing a service or benefit relating to the student's family, such as health care, counseling, job placement, or financial aid.
2. Officials of other schools in which a student seeks or intends to enroll or is enrolled. A student will be provided with a copy of the records which have been transferred upon request and payment of copying fees as described above.
3. Authorized representatives of the Comptroller General of the United States, the Secretary of Education, the Commissioner of the Office of Education, the Director of the National Institute of Education, the Administrator of the Veterans' Administration, the Assistant Secretary of Education, and State educational authorities, but only in connection with the audit or evaluation of federally supported education programs, or in connection with the enforcement of or compliance with federal legal requirements relating to these programs. Subject to controlling federal law, these officials will protect information received so as not to permit personal identification of students to outsiders.
4. Authorized persons and organizations who are given work in connection with a student's application for or receipt of financial aid to the extent necessary.
5. State and local officials to which such information is required to be reported by effective state law adopted prior to November 19, 1974.
6. Organizations conducting education studies for the purpose of developing, validating, or administering predictive tests, administering student programs, and improving instruction. The studies shall be conducted so as not to permit personal identification of students to outsiders, and the information is to be destroyed when no longer needed for these purposes.
7. Accrediting organizations for purposes necessary to carry out their functions.
8. Parents of a student who is dependent for income tax purposes.
9. Appropriate parties in connection with an emergency, where knowledge of the information is necessary to protect the health or safety of the student or other individuals.
10. In response to a court order or subpoena. Unless the issuing entity orders the university against prior notification, the university will make reasonable efforts to notify the student before complying with the court order.
11. To an alleged victim of any crime of violence of the results of any institutional disciplinary proceedings against the alleged perpetrator of that crime with respect to that crime.
UMCP shall maintain a list of each request and each disclosure of personally identifiable information with each student's education records. The list shall include:
a. the parties who have requested or received the information;
b. the legitimate interest the parties had in requesting or receiving the information.
The list of disclosures may be inspected by:
a. the student;
b. the official custodian of the record; and
c. other UMCP and governmental officials.
The following disclosures are not listed:
b. disclosures pursuant to written consent;
c. disclosures to instructional or administrative officials of UMCP;
d. disclosures of directory information.
A. Request to Correct an Education Record
2. A request must contain:
b. the basis for the challenge.
2. The student shall have a full and fair opportunity to present evidence, and may be represented by individuals of his or her choice, including an attorney. The cost for such representation shall be the responsibility of the student.
2. The decision is to be based solely upon evidence presented at the hearing, and must include a summary of the basis of the decision.
3. In cases where the challenged information is found to be inaccurate, misleading, or otherwise in violation of the privacy or other rights of the student, the education records shall be amended accordingly within a reasonable time.
4. In cases where the challenged information is not found to be inaccurate, misleading, or otherwise in violation of the privacy or other rights of a student, the student shall be informed in writing of the right to place in the challenged record a statement commenting on the information and explaining any reasons for disagreeing with the decision.
5. The statements described above shall be kept as part of the student's record and disclosed whenever that portion of the record is disclosed.