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Email: hr@wju.edu
Phone: 1-304-243-8152


Campus Life: Student Records Policy


Date approved:
August 2014
Approved by:
 
Date to be reviewed:
June 2015
Reviewed by:
VP for Academics
Date revised:
 
Revision number:
1.0
 
Compliance Committee:
As Scheduled

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1.0 PURPOSE

In order to be of service to its students and to fulfill its educational mission, Wheeling Jesuit University compiles and maintains records on all its students. These records are the property of Wheeling Jesuit University. University property is not to be removed from campus without supervisor approval. If approval is given, it will be the supervisor's responsibility to see that the property is returned. Records vary regarding the level of confidentiality and life expectancy. The policy herein described seeks to establish general procedures for supervising, compiling, maintaining, retaining, and releasing student records. This policy covers student records maintained by the University and in no way attempts to order the private notes of administrators, faculty members, chaplains, physicians, and counselors.

2.0 POLICY STATEMENT

  1. Supervision of Student Records

    Overall administration of all student records that are the property of Wheeling Jesuit University is the responsibility of the President of the University who acts in the name of the University. The President delegates to certain University Officials immediate responsibility for administration of particular categories of student records. These officers may in turn designate administration of records to other educators, depending on the size and complexity of their areas of responsibility. The officers and categories of their record administration are as follows:
    1. The Chief Academic Officer (i.e. Academic Dean), together with the Registrar, administer all academic records.
    2. The Chief Enrollment Officer (i.e. Dean of Enrollment) administers the records of candidates for admission and the Director of Student Financial Planning administers the records for financial aid.
      The Chief Financial Officer administers and maintains student financial records.
    3. The Chief Student Development Officer (i.e. Dean of Student Development) administers the following student records:
      1. Student conduct records.
      2. Housing records (within the Office of Residence Life)
      3. Student medical records (within the Health Center)
      4. Student internship and career placement records (within the Career Development Office).
    4. Student Athletic Records (within the Athletic Department)
  2. Compiling Student Records

    Records should only be compiled where there is a demonstrable need which bears on the educational or other purposes of the University. Each officer shall approve any inclusion of information within a student's record in the area under his or her jurisdiction.

  3. Maintaining Student Records
    1. Records will be stored in a reasonably private place not accessible to the passerby.
    2. An official and duplicate copy of each current academic transcript will be stored in a separate place other than the Registrar's Office.
    3. Academic, medical, counseling, placement, and student conduct records shall be kept separate from one another.
    4. Wheeling Jesuit University will take all reasonable precautions to protect student records. However, the University assumes no responsibility or liability for records stolen, destroyed by fire, flood, riot, war, or other natural or man-made disasters.
    5. Wheeling Jesuit University shall maintain a log of all non-University individuals, agencies, or organizations that have requested or obtained access to a student's records. This log will specify the legitimate interest that each such person, agency, or organization has in obtaining this information. This log will be available to persons or organizations authorized under the Family Educational Rights And Privacy Act, Public law 93-380 ("FERPA").
  4. Retention of Records
    1. Directory Information - Wheeling Jesuit University will retain at its discretion for an indefinite period of time, directory information on students which is a matter of public record such as: information which has appeared in University publications, directories, programs, commencement exercises, convocations, and newspapers. Directory information includes: on-campus or local address, permanent address, telephone number, mailbox number, date and place of birth, major membership in University clubs/organizations, councils, athletic teams, committees, honors, dates of attendance, date and type of degree awarded, leadership positions, and University photo ID. Any student wishing to have his/her name and directory information withheld from the above mentioned public documents shall notify the Office of the Registrar.
    2. Academic Records - Wheeling Jesuit University will maintain for the natural life of each student an academic transcript that shall include an unabridged and chronological record of all courses undertaken, grades received, and status achieved. C. Non-Academic Records
      1. Students who withdraw from or fail to return to the University shall have their records maintained at the discretion of the University for five full years. The University may choose to retain files for a longer period for financial obligations, research purposes, legal mandates, or other approved reasons.
      2. The records of students who are suspended from the University for either academic or student conduct reasons, or who are granted a leave of absence will be maintained for the period of suspension or leave of absence, and where said students fail to return, further maintained at the discretion of the University for five full years or longer as in paragraph #1.
      3. The records of students (except for those which bear on the dismissal) dismissed for academic or student conduct reasons will be maintained at the discretion of the University for five full years or longer as in paragraph #1. Those records that bear on the dismissal shall be maintained at the discretion of the University of an indefinite period of time, but not less than five full years.
    3. Disclosure and Evaluation of Student Records
      1. Directory Information - Certain information found in campus directories is not considered confidential, private, or personal by the University and is therefore available to the University community and the public at the discretion of the University. Information of the above sort is considered public record and includes items such as: information that has appeared in University publications, directories, programs, commencement exercises, convocations, and newspapers. Directory information also includes: Oncampus or local address, permanent address, telephone number, mailbox number, date and place of birth, major membership in University clubs/organizations, councils, athletic teams, committees, honors, leadership positions, dates of attendance, date and type of degree awarded, and the weight and height of members of athletic teams. Any student wishing to have his/her name and directory information withheld from the above mentioned public documents shall notify the Office of the Registrar.

      2. Disclosure to Parents
        1. Parents or legal guardians of students under 18 years of age shall have access to all records as specified under FERPA. Requests to examine a student's record are to be in writing and include the specific categories of information to be reviewed. The University has 45 days to comply with such requests from the date that the written request is received by the University.
        2. As a Jesuit university, we believe in the family's essential role in the education process and also believe in the right of those who finance an individual's educational instruction to know the status of their investment. The University therefore will, at its discretion, inform parents or legal guardians of serious matters affecting the educational development of their dependent children at Wheeling Jesuit University. Grades indicating unsatisfactory progress may also be released to the parent or guardian of any student who is legally defined in Section 152 of the Internal Revenue Code of 1954 as being dependent. A parent may establish his/her child as a dependent by providing a copy of his/her federal income tax return that must indicate the child as a dependent. The student will be classified as a dependent for the extent of his/her enrollment. If there is a change in the dependent status, it is the responsibility of the student to notify, with documented proof, of the status change. The student may also sign an academic release form permitting his/her parent(s) to receive academic information. Again, once a release form is signed it will serve for the extent of the student's enrollment unless the student notifies the Office of the Registrar.
        3. Also refer to the Parental Notification Policy.
      3. Disclosure to Students
        1. A student's request to inspect his/her admission, academic, athletic, financial, medical, placement or student conduct records should be directed to contact the Dean of Student Development or the Registrar, depending upon the nature of record. The University has 45 days to comply with such requests from the date that the written request is received by the University. Students may waive their right of access to confidential recommendations placed in their file in the future. Such waivers must be in writing, voluntary, and will be placed in that student's personnel file. Requests for copies of files will be honored on an as needed basis. Confidentiality will be respected.
        2. While students may inspect their financial records, they may not inspect information within their files pertaining to the financial affairs of their parents or guardians unless they are documents that the student has signed.
        3. Students may inspect their medical records for clarification and questions in the presence of the University physician (if applicable) or request for a release to a physician of the student’s choice.
        4. Individuals denied admission to the University may not inspect any file pertaining to them which is the property of Wheeling Jesuit University.
      4. Disclosure to Other Educators & University Officials

        Parts of a student's record may be disclosed to a University official, who has legitimate educational interest in the student’s records. Such an interest exists whenever the official needs the information to fulfill his or her professional responsibilities. University officials are faculty, administrators, trustees, students serving on official university committees or assisting another university official in performing his or her duties (including Student Conduct Board), and third parties with whom the University has contracted such as attorneys, auditors, or collection agents.

      5. Disclosure to Other Third Parties
        1. Individuals external to the University such as salespeople, prospective employers, and government officials do not have access either to student records or information therein without the written consent of the student.
        2. The University will release information from a student's file as required by a court of law or by FERPA. Requests for copies of files will be honored on an as needed basis. Confidentiality will be respected.
        3. The University may disclose student financial aid information as necessary to determine eligibility for the aid; determine the amount of the aid; determine the conditions for the aid; or enforce the terms and conditions of the aid.
        4. The University reserves the right to withhold release of information about a student including transcripts when that student is delinquent in his or her financial obligations to the University.
        5. The University may use student records to collect statistical data for either its own use or use by others, but in such cases the identity of the student shall be masked.
        6. Financial aid information concerning loans, jobs, scholarships, and grants shall not be released to any source other than the awarding agency or where permitted by Public Law 93-280 without the written permission of the student.
        7. The University will not release photocopies of campus incident and/or security reports without the expressed consent from an attorney and/or by court mandate.
      6. Evaluation of Student Records

        Only official University Committees and professional educators charged to do so by Wheeling Jesuit University will do evaluation of student records.

      7. Challenges to Information Within Student Records
        1. The Family Educational Rights and Privacy Act (part of Public Law 93380) limits the disclosure of student records and governs student access to his or her academic records. The University has developed this policy to be consistent with this law. Individuals wishing a copy of the University's policy or who wish to review their official records should see the Dean of Student Development and/or his/her designee.
        2. Parents of students under 18 years of age and students 18 years of age or older have the right to ask the University to amend their student records on the grounds that the information in the records is inaccurate, misleading, or otherwise inappropriate or violates the student's privacy rights.
        3. Such requests or challenges are to be submitted in writing to the Dean of Student Development as appropriate and shall include the specific items challenged.
        4. A hearing board comprised of the Dean of Student Development, Academic Dean, one Faculty member (appointed by the Associate Dean) and one Student Development member (appointed by the Dean of Student Development) shall hear and judge all challenges. The administrator charged with keeping the challenged records or his/her designee, along with the parent or student challenger, shall be present for the hearing.
        Wheeling Jesuit University reserves the right to change the above policy at any time; such changes will be noted in the Student Handbook.
      8. Student Records and HIPAA
        1. HIPAA - Under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"), Title 42, United States Code, Section 1320d, the U.S.
          Department of Health and Human Services adopted national Standards for Privacy of Individually Identifiable Health Information (the "Privacy Rule") to protect an individual’s personal health information. These standards apply to certain "covered entities", such as health plans, health care clearinghouses, and certain health care providers, who transmit health information in electronic form in connection with covered transactions.
        2. Personal Health Information Contained in Education Records. To the extent that a student’s education records contain personal health information that is identifiable to a particular student, the University maintains and treats this information in accordance with the requirements of the Family Educational Rights and Privacy Act, as amended. The University recognizes that under Title 45, Code of Federal Regulations, Section 160.103, the HIPAA Privacy Rule does not cover personal health information that is covered by FERPA.
        3. Units Regarded As Covered Entities For HIPAA Compliance.
          For the purpose of HIPAA compliance, the University has determined that the functions it performs with respect to the administration of its self-insured group health plan are covered functions and that it is a covered entity only with respect to these functions. The University designates this function and component of operations as a covered function for the purpose of HIPAA compliance. The University has also undertaken a review of the functions of its student health services and student counseling center and has determined that neither of these units transmits health information in electronic form in connection with covered transactions and neither is covered by HIPAA. Although these units are not covered by the HIPAA Privacy Rule, the University recognizes that an individual’s personal health information may, nevertheless, be subject to other privacy protections arising under the Family Educational Rights and Privacy Act and other applicable state and federal laws.
        4. Medical & Mental Health Records. Education records do not include medical and mental health information that is collected, maintained, or used for purposes of providing assessment and/or treatment to the student. Such records are kept only in the Health Center and are treated as confidential. They may be disclosed only to the extent and in manner provided by law.

3.0 AUTHORIZATION


4.0 ATTACHMENTS



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