The Cottey College Catalog includes a policy statement concerning the confidentiality of student records. The following narrative is intended to provide supplementary information directly related to the Catalog policy. For more information on Cottey’s institutional policy, see the registrar.
The Family Educational Rights and Privacy Act (FERPA) regulations apply to “educational records” defined as “records, files, documents, and other materials which contain information directly related to a student . . . maintained by an educational agency or institution.” Broadly defined and outlined below is a description of the types of records maintained by the College and the designated custodian of each type of record.
- Academic: registrar/faculty advisor/vice president for academic affairs
- Admission: vice president for student life and enrollment/registrar
- Transfer/Career Counseling: Kolderie Center offices
- Counseling: director of health and counseling services
- Disciplinary: vice president for student life and enrollment
- Financial: vice president for administration and finance
- Financial Aid: executive director of financial aid and student accounts
- Medical: director of health and counseling services: vice president for student life and enrollment
Disciplinary Records
Disciplinary records are normally confidential; however, the Student Right-to-Know and Campus Security Act of 1990 includes an amendment to FERPA regulations. The amendment permits but does not require, higher education institutions to disclose to alleged victims of any crime of violence “the results of any disciplinary proceeding conducted by such institution against the alleged perpetrator of such crime with respect to such crime.”
Exclusions
The term “educational records” does not include
- Personal files of faculty and administrative personnel are in the maker’s sole possession and not accessible or revealed to any other person.
- Police records that are kept separate from educational records are maintained for law enforcement purposes only and are available only to law enforcement officials.
- Medical, psychiatric, or psychological records are created and used only for the treatment of a student and available only to those providing the treatment. (A physician or other appropriate professionals of the student’s choice may review such records.)
Medical Records
Access to these records is limited to the appropriate professional staff. Treatment information can only be released to appropriate health care professionals and only with the written consent of the student (see HIPAA under Counseling and Health Services located in this Handbook). Exceptions to this rule are as follows
- When deemed appropriate and necessary by a Health Services physician, the President or the vice president for student life and enrollment may be informed only that a student is being seen in the Health Services Office and be given only specific facts concerning the student’s condition.
- In cases in which a student’s behavior constitutes a threat to the safety and/or welfare of the student or others, the vice president for student life and enrollment or a designee may act to prevent harm to the student or others, including notification of parents/guardians.
- In case of emergency, serious illness, or surgery, parents or other persons legally authorized to consent to treatment and/or reimbursement from health insurance carriers may be notified.
Reviewing and Expunging Records
The permanent academic record of a student is maintained in perpetuity by the institution. Other records are expunged in accordance with the laws of Missouri.
Transcripts and Other Academic Records
Other than as noted in the Catalog, transcripts and other academic records are released to third parties only with the written authorization of the student. Students may request access to their academic records with the approval of the registrar.