FERPA Information
Student Records
Annual Notification of Students and Employees
The Family Educational Right and Privacy Act of 1974 (FERPA) is a federal law that protects the confidentiality of certain student education records. To implement FERPA, the University has formulated and adopted a written institutional policy governing the handling of these records.
Definition of a Student
A student is defined as a person who is enrolled in and is attending any course offering at Jacksonville State University. This does not include prospective students.
Definition of a Student Record
The term “education records” under FERPA includes generally any record, whether in a printed, handwritten, audio, video, or computer media format, maintained by the University and containing information related to a student in his/her role as a student. The education record would consist of all classes the student has taken at JSU, the grades earned for those classes, all classes transferred to JSU from other institutions of higher education, the grades transferred for those classes, and all non-traditional credit that has been granted by JSU to the student: CLEP, AP, military service schools, or work experience, etc. Certain records are, however, excluded by FERPA from this broad definition, such as those made by instructional, supervisory, and administrative personnel and kept in their sole possession, those made by campus police, and those made by physician(s) or other professional medical personnel in connection with treatment of the student.
Access of Student Records to Student
Under FERPA and University policy, a student has a right of access to his/her education records and may inspect and review the information contained in them. To exercise this right, the student should present a request to the University office where the record is located, and a response will be made no later than 45 days later. In certain cases, a copy of the record may be provided, with a copying fee, as an alternative to the actual inspection. Some records are not within this right of review, such as financial information from the student’s parents and confidential letters or statements of recommendation where the student has waived the right of access.
Amendment to Records
A student who believes their education records contain information that is inaccurate, misleading, or in violation of their privacy rights may bring the matter to the attention of the appropriate records official. If by informal discussion with this official the student does not obtain the corrective action desired, the student will then be entitled to a hearing at which they may challenge the objectionable item. Additional information about hearing procedures will be given to the student at that time. The decision of the hearing official or panel shall be final. If the decision is adverse to the student, they may insert in the education record an explanatory statement about the disputed item.
Record Disclosure to Others
A student’s privacy interest in the education record is further protected by the rule against unauthorized disclosure. Generally, the University may not, without the student’s written consent, release the education record or personally identifiable information in it to other individuals or entities.
Disclosure in certain circumstances, however, is specifically excepted by FERPA from the foregoing rule. For instance, "directory information" may be disclosed. Other circumstances include disclosure to certain parties-University personnel who have a legitimate educational interest in the information, officials of institutions where the student is seeking to enroll, parties to which the student is applying for financial aid, the parent of a dependent student, etc.; disclosure to comply with a judicial order or lawfully issued subpoena; or disclosure in connection with a health or safety emergency. Under the first exception, “University personnel” includes any JSU employee, and a “legitimate educational interest” means that the employee has a need for access to the record to perform appropriate tasks clearly within the area of responsibility of the employee, to perform a task related to the education or discipline of the student, or to provide a benefit or service relating to the student. Personally identifiable information will be transmitted by the University under these exceptions only upon the condition that the recipient not permit any other party to have access to it without the student’s consent.
Additional information can be found on the Department of Education’s website.
Definition of Directory Information
The University may release “directory information” without obtaining the student’s consent. Directory information is limited to the following:
- the student’s name
- mailing address
- telephone number
- JSU e-mail address
- enrollment status (full-time, part time), whether currently enrolled or not
- class/level
- major field of study
- participation in officially recognized activities and sports
- weight and height of members of athletic teams
- prior post-secondary institution(s) attended
- JSU photographs
- dates of attendance
- thesis/dissertation title
- degrees and awards received
A student may prevent the release of even this information, if he/she wishes, by completing a form provided for this purpose in the office of the Registrar.
Filing a Complaint
Any student who believes that his/her rights under FERPA have been violated by the University may notify and request assistance from the Registrar or the Provost and Senior Vice President for Academic Affairs. The student may also file a complaint with the Student Privacy Policy Office, U. S. Department of Education, 400 Maryland Avenue, SW, Washington, DC 20202-5920.
Release of Transcript
Written permission is required to release a transcript. The National Student Clearinghouse is Jacksonville State University’s authorized agent to release official transcripts. Any transcript request received without proper signature, received without payment, or has a hold that prevents processing will be returned to sender.
Social Security Number
The student’s social security number is confidential. However, the Federal Taxpayer Relief Act of 1997 requires all institutions to report certain data using the social security number. Therefore, the social security number must be provided to Jacksonville State University in accordance with the legislation. Federal law requires that students who apply for financial aid must use their social security number.
Authority for requesting the disclosure of a student’s social security number is in Section 7(a)(2) of the Privacy Act 1974 (5 U.S.C. 522a).
Regulations/Policies
Section 504/Americans with Disabilities Act (ADA) Compliance
Jacksonville State University has filed with the Federal government an Assurance of Compliance with Section 504 of the Rehabilitation Act of 1973 as amended. The university does not discriminate on the basis of disability, and no qualified disabled person shall, on the basis of disability, be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity.
The ADA/504 coordinator is Dr. Timothy King, (256) 782-5020, 101 Houston Cole Library. Students seeking accommodations should contact Office of Disability Resources at (256) 782-8030 and disabilityresources@jsu.edu or visit the Student Success Center, 2nd Floor, Houston Cole Library.
Notification of Non-Discrimination on the Basis of Sex
JSU does not discriminate on the basis of sex in its education programs or activities. In accordance with Title IX of the Education Amendments of 1972 and its implementing regulations, JSU prohibits sex discrimination, including sex-based harassment, in all of its education programs and activities. This prohibition extends to admission and employment.
Inquiries about the application of Title IX and its implementing regulations may be referred to JSU’s Title IX Coordinator, the U.S. Department of Education’s Office for Civil Rights, or both.
Information about JSU’s Title IX policies and procedures, including how to report or file a complaint of sex discrimination or sex-based harassment and how the University will respond, is available at www.jsu.edu/titleix or by contacting:
Gloria Floyd Title IX Coordinator
319 Angle Hall
(256) 782-5769
titleix@jsu.edu
Office for Civil Rights (OCR)
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-1100
Customer Service Hotline: 800-421-3481
Fax: 202-453-6012 | TDD: 877-521-2172
Email: OCR@ed.gov
Web: http://www.ed.gov/ocr
Office for Civil Rights, Region IV
61 Forsyth Street SW
Suite 19T10
Atlanta, GA 30303-8927
Telephone: (404) 974-9406
Facsimile: (404) 974-9471
Email: OCR.Atlanta@ed.gov
Clery Report and Fire Logs
Crime information, the annual Clery report, and fire log are all located at the University Police Department. For further information about the department and services available, contact UPD at 256-782-8888. For emergencies, please call 256-782-5050 or 911.