Confidentiality of Records

• Confidentiality of Records
• Political Activity

Confidentiality of Records
Mount Holyoke College policy with respect to confidentiality of student records complies with the Family Educational Rights and Privacy Act of 1974 as amended (PL 93-380, Section 438, the General Education Provisions Act), which gives students certain rights, consistent with the privacy of others, to review their own official records, files, and data, and to challenge the accuracy of the contents of such records. The act also generally prohibits the release of personally identifiable information (other than "directory information" defined below) about students without their written consent other than to teachers and officials within the College who have legitimate educational interests; to officials of other institutions in which the student intends to enroll; and to certain authorized state and federal officials, in connection with a student applying for or receiving financial aid, or in connection with the student applying for government employment; and in the case of students who are tax dependents of their parents, to a student's parents. Except in the case of Frances Perkins students, the College will assume that a student is a tax dependent of her parents unless she is documents that she is not. Forms for such documentation can be obtained at the Registrar's Office.

Parental Notification
The College's philosophy is to work with students directly in managing their curricular and cocurricular lives. However, there may be instances in which contacting a student's parent/guardian is necessary or appropriate. In such case the College will try to discuss notification in advance with the student. It is the policy of the College to notify both the student and her parents in writing of academic probations, reclassification, dismissal, and suspension. The dean of the College (or designee) may notify a student's parent/guardian:

1. if the dean judges that such notification is necessary because of a health or safety emergency;
   
   
2. in the case of a student listed as a dependent on the parent/guardian's most recent federal income tax return, in other situations when the dean judges that such notification is appropriate, including but not limited to changes in the sutdent's academic or social probationary status;
   
   
3. of any changes in the student's enrollment status or other "directory information."

The regulations of the act make clear that, in the case of students who are dependents of their parents for Internal Revenue Service purposes, information from the education records of the student may be disclosed to parents without the student's prior consent. However, in any communication with parents, it is normally College policy to respect the privacy of the student and not to disclose information without the student's prior consent.
Official Communication from the College to Students
The College will communicate with students through a variety of formats. Information that is sent to students from the College via their College mail box or their Mount Holyoke email address is considered official communication and should be treated as such. Students are required to check their College mail box and their Mount Holyoke email on a regular basis, and are responsible for reading and responding to the information they receive from the College. Although for a variety of reasons- including reliability and security- the College urges tudents to use their Mount Holyoke email address as their primary email, students who will not be checking that address regularly should forward it. Insturctions for fowarding Mount Holyoke email to another address can be found at MHC Hordes Webmail.

Notification of Rights Under FERPA
The Family Educational Rights and Privacy Act (FERPA) affords students with certain rights with respect to their education records. These rights include:

1. The right to inspect and review your educational records within 45 days of the day the College receives a request for access. Students should submit to the registrar or dean of the College written requests that identify the record(s) they wish to inspect. The College official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the College offical to whom the request was submitted, that official shall advise you of the correct official to whom the request should be addressed. A student who seeks to review only health or counseling records should file a written request to do so with the director of College health services. Health records are not released to anyone outside of College health services without the student's written permission. Requests to review career records should be filed with the director of the Career Development Center.
   
   
2. The right to request an amendment of your educational record that you believe is inaccurate. If you believe your record is inacurrate, you may write the College official responsible for the record, clearly identify the part of the record you want changed, and specify why it is inaccurate. If the College decides not to amend the record as requested, the College will notify you of the decision and advise you of your right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
   
   
3. The right to consent to disclosures of personally identifiable information contained in your educational records, except to the extent that FERPA authorizes disclousure without consent. One exception that permits disclosure without consent is disclosure to school officials with legitimated educational interests. A school official is a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. Upon request, the College may disclose educational records without consent to officials of another school in which you seek or intend to enroll.
   
   
4. Directory Information
   As indicated above, FERPA requires the College, with certain exceptions, to obtain your written consent prior to the disclosure of personally identifiable information from your education records. However, the College may disclose appropriately designated "directory information" without your written consent, unless you have advised the College to the contrary in accordance with the following procedures.
   
   Directory information, which is information that is generally not considered harmful or an invasion fo privacy if released, can be disclosed to campus and outside persons or organizations without you prior written consent.
   

The College has designated the following information on directory information:

• Student's name
• Participation in officially recognized activities and sports
• Address (both local and permanent)
• Telephone listing (both local and permanent)
• Weight and height of members of athletic teams
• Electronic mail address
• Photograph
• Degrees, honors, and awards received
• Date and place of birth
• Major field fo study
• Dates of attendance
• Grade level
• School or division of enrollment
• Enrollment status (e.g., undergraduate or graduate; full-time or part-time)

If you do not want the College to disclose directory information from your educational records without your prior written consent, you must notify the registrar in writing by the second week of classes.

You have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The  name and address of the office that administers FERPA is:

                    Family Policy Compliance Office 
                    U. S. Department of Education
                    400 Maryland Avenue, SW
                   Washington, DC 20202-4605