Appendix H - Records Policy

A. The University policies related to educational information are based upon the Family Educational Rights and Privacy Act of 1974. This act provides the student the opportunity to review his or her records and also limits disclosure of his or her student information to others. If the student wants to review his or her educational records and he or she is or has been enrolled as a student at Ball State, the student may simply contact the area within the University that stores the records in which he or she is interested.

B. Educational records are defined to be all the records maintained by the University about the student with the following exceptions:
1. Personal notes of faculty and staff that are not shared with anyone else;
2. Financial records of parents filed in connection with financial aid applications for the student;
3. Confidential letters and statements of recommendation that were placed in the student’s file before January 1, 1975;
4. Confidential recommendations related to admission to the University, an application for employment, or the receipt of an honor, if the student has signed a waiver of his or her right to future access to this information (under no conditions will the student be required to waive his or her rights to future access to information before receiving University services or benefits);
5. Investigatory information within the Department of Public Safety; and
6. Information maintained by the Health Center or the Counseling Center.

C. In the event that the student believes his or her records to be inaccurate, misleading, or otherwise in violation of his or her rights of privacy, he or she may challenge the information that is contained in his or her educational records by contacting the University official responsible for the particular educational record in question. The student may then provide for informal meetings and discussions to resolve his or her concerns. The University official may decide that the student has sufficiently demonstrated that the challenged material should be deleted or modified, and the change will subsequently be made. Otherwise, the student may insert a statement into his or her record to explain any such material from his or her point of view, or a formal hearing may be requested in writing through the Dean of Students. This right to challenge information contained in the student’s educational records does not extend to grades unless a grade assigned by a professor was inaccurately recorded. Individuals, agencies, or organizations shall not have access to the student’s personally identifiable educational record without his or her written consent except for the following:
1. University personnel who require access on an internal need-to-know basis;
2. Officials of other schools in which the student may seek or intend to enroll
provided that the student has the opportunity to receive a copy of such records if he or she desires;
3. Authorized representatives of the government when release of such data is necessary in connection with the audit and evaluation of federal- or state-supported educational programs, or in connection with the enforcement of legal requirements that relate to such programs;
4. In connection with the student’s application for, or receipt of, financial aid;
5. State and local officials or authorities to which such information is specifically required to be reported or disclosed according to Indiana statute adopted before November 19, 1974;
6. Organizations conducting studies for, or on behalf of, the University for the purpose of developing, validating, or administering predictive tests, administering student aid programs, and improving instruction;
7. His or her parents, if he or she is dependent student as defined by the Internal Revenue Service Code, which means that he or she receives more than one-half of his or her financial support from his or her natural or adoptive parents;
8. In connection with emergency, if the knowledge of the student’s information is necessary to protect his or her health or safety or that of other persons; and
9. In compliance with a judicial order or pursuant to any lawfully issued subpoena provided that the student is notified of any such order or subpoena before his or her information is released. A log is maintained for student’s inspection of those individuals, agencies, or organizations listed above (other than University personnel) who have had access to or been provided personally identifiable information from the student’s file.

D. Unless the student has requested that the Office of Registration and Academic Progress withhold all or a portion of his or her public information from normal disclosure and printing in the student directory, the following information may be released in response to inquiries from the public; name; address (local and home); telephone listing (local and home); electronic mail address; photograph, video and electronic image taken or maintained by the university; date of birth; major field of study; dates of attendance; class level; enrollment status (undergraduate or graduate, full time or part time); participation in officially recognized activities and sports; weight and height if a member of an athletic team; degrees, honors, and awards received; and the most recent previous educational institution attended. Portions of this information will be printed in the annual Ball State University Directory, and any of this information will be routinely released to any inquirer unless the student requests that all or part of this list be withheld. A form for this purpose may be obtained in the Registration and Academic Progress Office in Lucina Hall.

E. The student should consider very carefully the consequences of any decision to remove any of these items from the list of directory information. The University receives many inquiries for directory information from a variety of sources, including friends, parents, relatives, prospective employers, graduate schools, honor societies, licensing agencies, government agencies, and news media. Should the student decide to request that the University not release any or all of this information, any future requests from others for such information will be refused. For example, the University could not release the student’s address or telephone number to a friend or family member wishing to notify him or her of a serious illness or crisis in his or her family. A prospective employer would also be denied access to such items.

F. If the student has any questions or desires additional information regarding provisions of the Family Educational Rights and Privacy Act or of University Records Policy, he or she may contact the Office of Registrar.
Student Rights and Community Standards
L.A. Pittenger Student Center, Room L-4
2000 W. University Avenue
Muncie, IN 47306

Hours: M-F 8 a.m.-5 p.m.
Summer hours: 7:30 a.m.-4 p.m.
Phone: 765-285-5036
Fax: 765-285-2856
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