The purpose of this policy is to ensure that identities and confidentiality of students are protected, and securely stored to carry out effective institutional activities and functions, such as enrollment assessment, course management, institutional research, and delivery of academic transcripts. 

Scope

This is an administrative policy, affecting all students, academic staff, and administrative staff of the University. 

Referenced Laws, Regulations, and/or Policies 

“In order to qualify for a license, a postsecondary degree granting educational institution shall comply with the following requirements regarding student records: (a) A postsecondary degree granting educational institution shall maintain accessible, secure, and accurate records for each student which, at a minimum, shall contain the information specified in this chapter, including, but not limited to: (1) The name of the student; (2) The title of the program(s) in which the student is or was enrolled; (3) The total number of hours of educational instruction received by the student in the program(s); (4) The dates of the student’s enrollment; (5) The grade record of each course, lesson, or unit of instruction and the student’s cumulative grade for the program; and (6) The degree, diploma, certificate, or other credential awarded; and (b) The postsecondary degree granting educational institution shall establish procedures for providing upon request a true and accurate transcript and a policy for preserving the confidentiality of the student records.” 

(D.C. Mun. Regs. Tit. 5, § A8004.15) 

The Family Educational Rights and Privacy Act (FERPA) 

(20 U.S.C. § 1232g; 34 CFR Part 99) 

Compliance/Policy Statement 

The University will take utmost care when it comes to security and confidentiality of students. The University will never sell, trade, lease, or in any case unveil student data, for any commercial purposes to third parties, except in the ordinary course of planning for educational activities within the University. The University will attempt its best efforts to protect students’ personal information and any other data given by the students, or gathered by the administration. Despite its best efforts, the University cannot guarantee that this information will always be secure against malicious attacks and thefts. 

The University is bound by the Family Educational Rights and Privacy Act (FERPA) in relation to the release of student academic records. In the event of conflict with this University Policy, the FERPA will govern. 

The Office of Admissions and Student Affairs will develop detailed procedures to collect and maintain personal and academic information from prospective students, current students, and alumni so as to effectively perform administrative and academic functions, such as enrollment assessment, course management, institutional research, and delivery of academic transcripts. 

Review

The Office of Admissions and Student Affairs is responsible for ensuring compliance with this policy in various offices of the University. 

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