EIU Office of Internal Auditing

#60 - Student Access to Educational Records

Approved: June 13, 2007

Monitor: Vice President for Student Affairs

Student educational records are maintained in accordance with the provisions of the federal Family Educational Rights and Privacy Act of 1974, as amended. With the exception of certain records restricted by the Act, students may review their educational records as follows:

1. A student shall complete a request to inspect the records at the designated office where those records are maintained.
2. The review shall be granted as soon as possible and no later than 45 days after receipt of the request. The specific time and location for such review shall be determined by the custodian of the record. The custodian shall ensure that the student (a) has filed a written request, (b) has presented appropriate identification, (c) views only his/her record, and (d) reviews the record under appropriate supervision.
3. A fee which covers the cost of copying may be charged for copies of records or portions of records provided to the student. The amount charged shall be copying charges regularly established by the University.
4. A student may challenge the content of the educational record on the basis that one or more items are misleading, inaccurate, or in violation of the privacy rights of the student. The student may request that the item(s) be amended, corrected, or deleted. Grade appeals are administered under a separate University policy.
5. If the challenge is not resolved to the student's satisfaction, the student may submit a written request for a hearing at the designated office where the records in question are maintained. Notice will be given and the hearing held under the provisions of the Act, by an individual or panel appointed by the President. 
6. If, as a result of the hearing, the University decides that the information in the education record is not inaccurate, misleading, or otherwise in violation of the privacy rights of the student, it will inform the student of the right to place a statement in the record commenting on the contested information or stating why he or she disagrees with the decision of the University, or both.

If a student believes that the University has failed to comply with the requirements of the Act, a formal complaint may be made to the Director, Office of Civil Rights, Affirmative Action and Diversity.