Santa Clara University

University policy relating to student records complies with the Family Educational
Rights and Privacy Act of 1974 (FERPA), as amended. Accordingly, the University
may release directory information to any person on request, unless a student requests
in writing that directory information be kept confidential. A student’s directory information
is designated as follows:

1. Name
2. Address, telephone number (campus, local, and/or permanent), e-mail
3. Date and place of birth
4. Dates of attendance, full-time/part-time status, major field of study, classification,
expected graduation date, degrees, and honors received
5. Photographic image
6. Most recent previous educational institution attended
7. Participation in officially recognized activities, including intercollegiate athletics
8. Name, height, and weight of participants on intercollegiate athletic teams

During the registration period and throughout the academic year, students may request in writing, through the Office of the Registrar, that the directory information be kept confidential. Once filed, the request remains in effect until the beginning of the next academic year, or a shorter period, if designated by the student.

Certain records are excluded by law from inspection, specifically those created or maintained by a physician, psychiatrist, or psychologist in connection with the treatment or counseling of a student. Parents’ financial information, including statements submitted with scholarship applications, is also excluded by law from inspection. Third parties may not have access to educational records or other information pertaining to students without the written consent of the particular student about whom the information is sought.

 

Former or current borrowers of funds from any Title IV student loan program should note carefully that requests for nondisclosure of information will have no effect on preventing Santa Clara University from releasing information pertinent to employment, enrollment status, current address, and loan account status to a school lender, subsequent holder, guarantee agency, U.S. Department of Education, or an authorized agent.

Students have the right to inspect and review their educational records at the following offices:

1. Official academic records, including application forms, admission transcripts, letters of acceptance, and a student’s permanent academic record are on file and maintained in the Office of the Registrar.

2. Working academic files are also maintained by the Deans in their respective offices.

3. Records related to a student’s non-academic activities are maintained in the Office of Student Life.

4. Records relating to a student’s financial status with the University are maintained in the Bursar’s Office.

Students who wish to view their permanent file must submit a written request to the Graduate Services Office, Loyola Hall 130. No file can be removed from the Graduate Services Office and students will not be allowed to remove any items from the file.

Students have the right to request the amendment of their educational records to ensure that they are not inaccurate, misleading, or otherwise in violation of a student’s privacy or other rights. Students may direct complaints regarding academic records to the dean of the college or school in which they are enrolled or to the University registrar. In addition, students have the right to file a complaint concerning alleged failures by Santa Clara University to comply with the requirements of FERPA with the U.S. Department of Education. Written complaints should be directed to the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Ave. S.W., Washington, D.C. 20202-5920. Detailed information can be found on the Family Compliance Office website: www.ed.gov/policy/gen/guid/fpco/index.html. Copies of Santa Clara University’s student records policy are available from the Office of the Registrar in Walsh Administration Building, and online at www.scu.edu/studentrecords.