Division of Student Affairs
Student Handbook
University Policy & Procedures - Access to / Retention of Student Records
Students have the right of access to their academic, financial aid, disciplinary, and counseling records, subject to existing state and federal laws. The 1974 Family Educational Rights and Privacy Act (FERPA), dealing with the protection of the right of privacy of students, governs student access to records, release of records to students, release of records to a third party, release to University officials, a definition for directory information and release of directory information, and procedures for correction of educational records.
Students have the right to have their academic and counseling records kept confidential subject to state and federal laws. All practices and policies dealing with the acquisition and retention of information for records shall be formulated with due regard for the student's right to privacy. No permanent records shall be available to unauthorized persons within the institution or to any person outside the University without the express consent of the student involved except under legal compulsion. No permanent records shall be kept which reflect any alleged political activities or beliefs of students.
Directory information will be treated as public information and is generally available on all students and former students, at the discretion of the institution. Directory information includes: name, address, telephone number, e-mail address, dates of attendance, previous institutions attended, major, awards, honors, degrees, past and present participation in officially recognized clubs, organizations, sports and other campus activities, date and place of birth. Any student wishing to have this information remain confidential must notify the Office of the Registrar, in writing, prior to the beginning of the term.
All student records are purged in accordance with the retention schedule recommended in the Retention of Records: A Guide for Retention and Disposal of Student Records, as published by the American Association of Collegiate Registrars and Admissions Officers.
The Vice President of Campus Life is responsible for student disciplinary, financial aid, veterans' certification, and counseling records. These and other student records are retained and expunged according to the following schedule:
- Academic records are retained indefinitely.
- Disciplinary records are retained for a period of seven (7) years after which all records may be destroyed. Any record involving a disciplinary suspension will be kept indefinitely.
- Financial Aid records are retained for a period of five (5) years after the student has ceased to attend the University.
- Veterans' Benefits records are retained for three (3) years after the student has ceased to attend the University.
- Cooperative Education records and Graduate Placement requests are retained for a minimum of two (2) years
- Personal Counseling records are retained for seven (7) years after a counseling relationship is terminated.
Records of students who have been referred by the Deans, a faculty member, or by another counselor for testing or special services are retained for two years. These records are reviewed twice yearly in September and again in March and records older than two years are destroyed.
Any student questioning the content of his or her records shall first review the record(s) with the Registrar or Vice President of Campus Life. All unresolved questions shall be reviewed by the Executive Committee of the faculty upon written request by either the student or the appropriate official. The final review authority shall rest with the President of the University. Initially, there will be no cost involved in reproducing record contents.
Questions concerning the Clayton State University's student record policy, Privacy Act or FERPA (http://www.ed.gov/offices/OII/fpco/ferpa/) should be directed to the Office of the Registrar.