Baker College Policies

Access to Official Records

The Baker College policy concerning the privacy rights of students and the practices in place to maintain the confidentiality and integrity of student educational records are as follows:

Rights Under the Family Educational Rights and Privacy Act

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:

1. The right to inspect and review the student’s educational records within 45 days of the day the college receives a request for access.
2. The right to request the amendment of the student’s educational records that the student believes to be inaccurate.
3. The right to consent to disclosures of personally identifiable information contained in the student’s educational records, except to the extent that FERPA authorizes disclosure without consent.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605

Definitions

A “student” is any person who attends or has attended Baker College.

An “educational record” is any record in handwriting, print, tape, microfilm, or other medium maintained by Baker College which directly relates to a student. The following exceptions are not part of the educational record and are not subject to this Act:

1. A personal record kept by an instructor or staff member if it is kept in the sole possession of that person and is not accessible or revealed to any other person, e.g., a teacher’s grade book.
2. The employment record of an individual whose employment is not contingent on being a student, e.g., the employment records maintained by the Human Resources Office.
3. The records of the Baker College Campus Safety which are maintained separately solely for law enforcement.
4. Alumni records which contain information about a student after the student is no longer in attendance at the college.

Disclosure of Educational Records

Baker College accords all rights under the act to each student. No one outside the college will have access to, nor will the college disclose any information from, a student’s educational record without the consent of the student.

Within the Baker College community, only those members who are acting in the educational interest of a student are allowed access to a student’s educational record. These college members include faculty, administration, clerical, professional employees, campus safety, and other persons who manage student records (e.g., Office of the Registrar, Business Office, Financial Aid, and the Admissions Office).

Exceptions to the disclosure policy will be made under the following specific FERPA provisions regarding release of information:

1. To college officials as described in the above paragraph.
2. To federal and state educational officials in connection with operating their programs.
3. In connection with financial aid for which the student has applied.
4. To organizations conducting studies on behalf of the college.
5. To accrediting organizations to carry out their functions.
6. To the parents of a dependent student.
7. To comply with a lawful judicial order or subpoena.
8. To appropriate parties in a health or safety emergency.
9. Designated as “Directory Information.”

ANNUAL NOTIFICATION

Baker College publishes this institutional policy yearly in the Baker College Catalog, in the Student Handbook, and on the Baker College website.

FEES FOR COPIES OF RECORDS

The fee for copies will be $1 per page or $6 for an entire file.

TYPES AND LOCATIONS OF EDUCATIONAL RECORDS

The record custodian for Baker College is the registrar.

DIRECTORY INFORMATION

Baker College designates the following items as directory information: student name, address, phone number, date of birth, major field of study, dates of attendance, degrees received, and academic honors. While the college does not publish a directory, the college may disclose directory information without prior written consent, unless otherwise notified by the student in writing to the contrary.

RECORD OF DISCLOSURES

Disclosure of any information from the educational record, other than by the student’s written permission or Directory Information releases, will be recorded in a disclosure log that will be maintained in the student’s file.

PROCEDURE TO INSPECT EDUCATIONAL RECORDS

Students may inspect and review their education records upon request in the Academic/Administrative Office. The Academic/Administrative Office will inform the Record Custodian of the student’s request and will make the needed arrangements for access as promptly as possible. Access must be given within 45 days. Many student concerns can be handled on a daily basis without requiring this procedure.

When a record contains information about more than one student, a student may inspect and review only the portion of the record which relates to him/her. Students also may not inspect those records which are excluded under the FERPA definition of “educational record” (see page 252 of the catalog).

AMENDMENT OF EDUCATIONAL RECORDS

Students have the right to have educational records amended that they believe are inaccurate, misleading, or in violation of their privacy rights. Following are the procedures for the amendment of a record:

1. A student must ask the Record Custodian of Baker College to amend a record. In so doing, the student will identify the part of the record that is to be changed and specify why it is believed to be inaccurate, misleading, or in violation of the student’s privacy or other rights.
2. Baker College may comply with the request or may determine that it is not appropriate to comply. If it is determined that the record will not be changed, Baker College will notify the student of the decision and advise him/her of his/her right to a hearing to challenge the information believed to be inaccurate, misleading, or in violation of the student’s rights.
3. Upon request, Baker College will arrange for a hearing and notify the student, reasonably in advance, of the date, place, and time of the hearing.
4. The hearing will be conducted by an objective hearing ­officer who may be an official of the institution. The student shall be afforded a full and fair opportunity to present evidence relevant to the issues raised in the original request to amend the student’s educational record. The student may be assisted by one or more individuals, including an attorney. The cost will be paid by the student.
5. Baker College will prepare a written decision based solely on the evidence presented at the hearing. The decision will include a summary of the evidence and the reasons for the decision.
6. If Baker College determines that the challenged information is not inaccurate, misleading, or in violation of the student’s right to privacy, it will notify the student that he/she has a right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision.
7. The statement will be maintained as part of the student’s educational record as long as the contested portion is maintained. If Baker College discloses the contested portion of the record, it must also disclose the statement.
8. If Baker College determines that the information is inaccurate, misleading, or in violation of the student’s right of privacy, it will amend the record and notify the student, in writing, that the record has been amended.

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