5.2.1 Students' Privacy Rights
5.2.1 Students’ Rights of Privacy and Access to Records
5.2.1.a Annual Notification of Rights under FERPA
Annually, the Seminary informs students of their rights under the Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, in the following ways: publishing the annual notification in the Seminary’s catalog and on the Registrar’s Office webpage, and announcement from Registrar’s Office during the fall registration period. The annual notification is:
Family Policy Compliance Office
5.2.1.b Directory Information
FERPA defines directory information as “[i]nformation contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed”. The Seminary designates the following as directory information, which it may disclose at its discretion: student’s name, spouse’s name, address(es), telephone listing(s), Westminster-assigned student email address, personal email address(es), photograph, program and year of study, enrollment status (e.g. full-time, part-time), dates of attendance, degree(s) awarded, most recent school attended, citizenship, and home town. It is Seminary practice to include the following directory information in the Student Directory and Handbook.
5.2.1.c Withholding Directory Information
Students may withhold free disclosure of directory information (on an “all or nothing” basis) to non-institutional persons or organizations. To do this, the student must submit a completed Request to Withhold Directory Information form to the Registrar’s Office. A photo ID may also be required. Though a request may be submitted to the Registrar's Office at any time, it must be received by the first week of fall semester classes in order for the student's directory information to be withheld from the SDH. The request will be honored until revoked by the student in writing.
5.2.1.d Release of Academic Records
In addition to the student’s rights under FERPA (see above), a student may authorize, by submitting a written request to the Registrar’s Office, release of academic information to a designated third party in the form of an official letter. Written authorization must include the specific information for release. The Registrar’s Office may require that the student submit instead an Official Transcript Request for release to the third party.
5.2.1.e Limits to Academic Records Access
The Seminary is not required to permit students to inspect confidential letters and recommendations received prior to January, 1, 1975, financial information submitted by parents, or records containing information about another student, unless all reference to the other student is redacted. Students who apply to Westminster automatically waive their right to view recommendations unless he or she emails the admissions office requesting the contrary before the application is submitted. Application materials, once submitted, become the property of the Seminary. Under no circumstances will a student be permitted to copy, photograph, or have returned any part of his or her academic records, including submitted application materials, recommendations and transcripts.
5.2.1.f Solomon Amendment
The Seminary, which receives federal funding via the Federal Direct Student Loan Program, is required under the Solomon Amendment to provide “student recruiting information” to military recruiters from the twelve eligible units within the four branches of the Military Service. “Student recruiting information” consists of: student’s name, address, telephone listing, age or year of birth, place of birth, level of education or degrees received, academic major, and the most recent previous educational institution attended. “Student recruiting information” will be withheld only for those students who have submitted a signedRequest to Withhold Directory Information form that is still current (i.e. not revoked by the student).