The Catholic University of America

Student Life
Student Records
Graduate and Undergraduate

Additional History

 

Amendments:  

2/6/13 Revised to clarify requirements for e-mailing student information, to remove information that is no longer relevant, and to update titles.

10/27/09 *Photograph* was added to the list of data considered to be directory information.

6/17/09 Amended to change text in Section IX that was amended in December 2008.
the change as adopted proved unworkable in practice.

12/9/08 Amended to add enrollment status to defintion of directory information; also to set policy for electronic distribution of confidentail information to groups of students.

11/15/07 The following sentence was deleted from section IX (13) of the policy:
If the inquiry is made in person or by mail, a student's date and place of birth and signature may be confirmed.

The reason for the deletion was to reduce the risk of identity theft. In addition, as most student applications are now submitted electronically, a physical signature is no longer a routine part of the education record.

4/26/06 Changes were made to policy to reflect that the Registrar is the Responsible Official and that the role of the VP for student life vis-a-vis student records is limited to those places in the policy where specifically referenced. Approval of the change in Responsible Official was made in consultation with the General Counsel and the Provost. On April 12, 2006 at the Deans' Conference Dr. Convey advised (and obtained concurrence from) the Registrar regarding this change.

Revisions (in blue) to the following paragraphs were made as follows:

III. An informal complaint may be filed within the institution by contacting the Registrar. (note also that a reference in the last sentence of this paragraph to the Vice President for Student Life was removed.)

XI. The Office of the General Counsel and the Registrar will maintain general information concerning the federal law and the university's policy as contained in these guidelines. Complete information on FERPA, including online access to the law and regulations is available at http://counsel.cua.edu/ferpa/fedlaw/. The Registrar will refer students desirous of examining their records to the office of the appropriate administrative official.

 
 

11/03/05 Policy was reformatted according to the standard template. No changes were made to the substance of this policy.

10/10/05 Additions (in blue) were made to the following sentence under Release of Records: A person or entity employed by or under contract to the university to perform a special task, such as an attorney or auditor or an outside vendor

7/02/04 Section III A modified to reflect actual practice: (Deans as custodians of records for each school, rather than having a custodian appointed.) Deleted sub F on employment records as not germane to student record policy. Added following paragraph:

By default, only a student's campus e-mail address will be displayed on the CUA web page. If a student wishes to release more, less or different information, he/she may do so by logging into home.cua.edu and changing the displayed information, or specifying that no information be displayed.

2001 changes

 

Added following clarification to sub C

(investigation or enforcement of federal legal requirements of federally supported education programs),

Added following clarification to sub H

  1. CUA does not have an obligation to disclose any financial information about one parent to another. If a parent claims a student as a dependent and does not want his/her financial information disclosed to his/her spouse or former spouse, the parent may make that request to the institution.

To sub M clarification on non-disclosure form:

An individual student currently enrolled may request that such directory information not be disclosed by completing the non-disclosure form which is attached to the schedule of classes (form available in both paper and online schedule) and giving the form to the Registrar in Room 8 McMahon by the second week of classes.

 

2000 Changes

Added Registrar and OGC as offices to whom student record questions could be addressed. Clarified definition of sole possession records.

Added following text on digital records:

Student educational records maintained on the Cardinal Student System are fully covered by this policy. Users of the Cardinal Student Record System are considered custodians of those student records to which they have access. Records should not be accessed by the user unless a legitimate educational interest exists or some other provision of the policy authorizing release applies.

 

Added Sub N:

N. To the court those records that are necessary to defend the institution when a student initiates legal action against the institution.

1999 changes

Deleted fee for transcript requested by student, or authorized for release by student.

Added the following text to track change in statute:

In addition to those instances noted above, the university has the discretion to disclose the final results of any disciplinary proceeding conducted by the university against a student who is an alleged perpetrator of any crime of violence (as that term is defined in Section 16 of Title 18, United States Code) or a non-forcible sex offense if the university determines as a result of the disciplinary proceeding that the student committed a violation of the university's rules or policies with respect to such crime or offense.

For the purpose of disclosure under this paragraph, the final results of any disciplinary proceeding shall include only the name of the student, the violation committed, and any sanction imposed by the institution on that student; and may include the name of any other student, such as a victim or witness, only with the written consent of that other student.

The university also has the discretion to disclose to any parent or legal guardian of a student under the age of 21 information about a violation of any federal state or local law, or any rule or policy of the institution governing the use or possession of alcohol or a controlled substance if the institution determines that the student has committed a disciplinary violation with respect to such use or possession.

Added following change to section E:

if the allowed reporting or disclosure concerns the juvenile justice system and the system's ability to effectively serve the student whose records are released; or information that is allowed to be reported pursuant to a state statute adopted after 1974, which concerns the juvenile justice system and the system's ability to effectively serve, prior to adjudication, the student whose records are released.

 

Added To section C

authorized representatives of the Attorney General for law enforcement purposes

 

1998 changes

 

Clarified how dependency of the student is shown by the parents; added a provision for honoring faxed requests, Added conditions for release of transcripts

 

Copies of changes made prior to 1998 are contained in the Office of General Counsel Archives