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Privacy and Disclosure of Student Records
Directory Information concerning
students may be released unless the
student specifically requests that
such information be withheld. University
of Saint Mary recognizes Directory
Information to include at a minimum
a student's name, address, telephone
listing, e-mail address, date and place
of birth, major field of study, participation
in officially recognized activities
and sports, dates of attendance, degrees,
honors and awards received, and the
most recent previous education agency
or institution attended by the student.
All students must inform the Office
of the Registrar before the end of
the two-week period following the first
day of classes if they wish that any
or all of the information designated
as directory information not be released.
01-01-02
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Student Rights Under FERPA
The Family Educational Rights and Privacy Act (FERPA) affords students certain
rights with respect to their education records. They are:
- The right to inspect and review
the student's education records within
45 days of the day USM receives a
request for access.
- Students should submit to the
registrar, dean, head of the
academic department, or other
appropriate official, written
requests that identify the record(s)
they wish to inspect.
- The USM 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 University of Saint Mary
official to whom the request
was submitted, that official
shall advise the student of the
correct official to whom the
request should be addressed.
- The
right to request the amendment
of the student's education records
that the student believes are
inaccurate or misleading.
- Students
may ask University of Saint
Mary to amend a record that they
believe is inaccurate or misleading.
They should write the University
of Saint Mary
official responsible for
the record, clearly identify
the part of the record
they want changed, and specify
why it is inaccurate
or misleading.
- If University
of Saint Mary decides not
to amend the
record as requested by the student
the College
will notify the student of the
decision and advise the student
of his or her
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.
- The
right to consent to disclosures
of personally identifiable information
contained in the
student's education records,
except to the extent that FERPA
authorizes disclosure
without consent.
- One exception, which
permits disclosure
without consent, is disclosure
to school officials
with legitimate educational
interests. A
school official is a person employed
by University
of Saint Mary 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 University
of Saint Mary
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.
- A school official
has a legitimate
educational interest if the official
needs to review
an education record in order
to fulfill his or her professional
responsibility.
- The right
to file a complaint with
the U.S. Department of Education
concerning alleged failures by
University of Saint Mary 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
600 Independence
Avenue, SW
Washington, DC 20202-4605
8-18-98
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Declaration
of Academic Major
Policy and Procedures
A formal declaration of academic major
is required of all degree-seeking students.
The declaration of major may be made
any time after freshman year, but normal
deadlines are as follows:
- associate degree students......1st
sem. sophomore yr.
- bachelor degree sophomore....2nd
sem. sophomore yr.
- junior or senior level transfer
students....1st sem. at USM
Procedure for Declaration of Major:
- Print out Declaration
of Academic Major form, student
completes Section I, obtains signature
of current academic advisor, and
submits signed form to the Office
of the Registrar.
- Registrar routes Declaration of
Academic Major form to appropriate
major program director(s) for
approval.
- Director of Major Program completes
Section II of form and returns
it to the Office of the Registrar.
- Registrar routes copies of official
departmental decision to the student,
the Dean of the College, the Major
Program Director, and the student's
current academic advisor (for the
advising file).
To the Student: General Policy
Notes
The formal declaration of
major process must be completed
and approved by the director
of the major program before
you will be listed officially
as a major in a particular area.
Listing a major or area of
interest on your admission application
or registration form does not
constitute a formal declaration
of major. Graduation degree checks
will be done only after your approved
declaration of major is on file
in the Registrar's Office.
Changing a Major
To drop a major after it has been
officially declared or to add
a major, the student must complete a Request
for Change of Major form (available
in the Office of the Registrar)
and obtain appropriate approvals.
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TRANSCRIPT REQUEST PROCEDURE
- Transcript
- A transcript is a certified
official copy of your permanent
academic record. It cannot
be released to anyone other
than you (including parents,
spouse, etc.) without written permission . The written permission
must identify by name the person
authorized to obtain your transcript
and must have your original
signature.
- A transcript picked up by or sent directly to a student is always stamped "issued to student." Not all institutions
will accept this type of transcript
as official.
- In order for an "issued
to student" copy of a
transcript to be considered
official by most institutions
it must be issued in a sealed
enclosure envelope.
- If your records have been placed on hold for any reason, your transcript will not be issued (e.g., business office,
financial aid, library, maintenance
holds).
- You may not request a transcript
by phone or e-mail (unless
you have legal electronic signature
capability).
- Fee
There is a $5.00 processing fee for anyone not currently enrolled. A $1.00
fee is charged if you are a current student.
- Ordering a transcript
When ordering a transcript you must provide a written request with the following:
- Current name as well as name you attended under
- Your social security number
- Your date of birth
- The number of transcripts requested as well as the address where
you would like each transcript sent
- Your current address and daytime phone number
- If the transcript needs to be issued in a sealed enclosure envelope,
please indicate
- If you are a current student and want the transcript held for semester
grades or until the degree is posted, please indicate.
- Your signature
- Mail written request to:
Office of the Registrar
University of Saint Mary
4100 South 4th Street
Leavenworth, KS 66048
- or Fax written request to:
Office of the Registrar
(913) 758-6218
(The request sent by this method must include a credit card number along with
the expiration date of the credit card.)
- If you wish to Pick up your
transcript in the Registrar's Office,
the office is open from 8:30 a.m.-4:00 p.m., Monday through Friday
(except holidays). It is always advisable
to call first.
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MEDICAL FORMS REQUIRED
All Students, both New and Returning,
are required to have an updated
medical record on file in the Health
Services Office. Physical examinations are required for
residential students, international
students, and education majors. All
information in your medical record
is confidential and will not be released
without your permission. See Student
Handbook for details. The medical
forms are available in pdf format
for you to print.4/01 |
