Confidential Records
Maitripa College emphasizes the importance of protecting the rights and privacy of its students. All personal information submitted to Maitripa College is kept under strict confidentiality. Personal information and information on students’ records will only be released in the case of specific written authorization of the student. and are only disclosed in accordance with the Federal Family Educational Rights and Privacy act, which may include institutional, state or statutorily authorized federal officials, or employees of Maitripa College who need the information to perform their work as required by law, professional responsibilities, or management directives. Confidential student records may not be released to any other person or agency without the student’s written consent, unless on receipt of a subpoena or other court order or process. Institutional rules may provide for designated institutional officials to appear in court to test the validity of a subpoena or court order or process relating to release of student records.
An exception may be made by the president, dean or leadership team if disclosing personally identifiable information is in connection with an emergency in order to protect the health and safety of a student or other individual. In case of an emergency, the factors such as the seriousness of the emergency, the type of information needed, the readiness/ability of the person receiving the information to actually provide assistance, and the urgency of the situation will be considered. This exception to confidentiality should be strictly interpreted.
Family Educational Rights and Privacy Act (FERPA)
Notice for Directory Information
Maitripa College has adopted a limited directory information policy. The Family Educational Rights and Privacy Act (FERPA), a Federal law, requires that written consent is required to disclose personally identifiable information from educational records. However, Maitripa College may disclose appropriately designated “directory information” without written consent, unless you advise otherwise.
Directory information is information that is generally not considered harmful or an invasion of privacy if released.
If you do not want Maitripa College to disclose any or all of the types of information designated below as directory information from your education records without your prior written consent, you must notify the College in writing by the end of the drop/add period for which you are first enrolled. Maitripa College designates the following information as directory information:
- Student’s name
- Address
- Telephone listing
- Electronic mail address
- Photograph
- Date and place of birth
- Major field of study
- Dates of attendance
- Academic Standing
- Participation in officially recognized activities and sports
- Degrees, honors, and awards received
- The most recent educational agency or institution attended
- A student ID number or other unique personal identifier that is displayed on a student ID badge, for library or other use outside of the College campus.
(Policy crafted in accordance with FERPA. https://www2.ed.gov/policy/gen/guid/fpco/ferpa/mndirectoryinfo.html. 2018)
Records Affecting Students
Review of Student’s Records
Maitripa College students may inspect or review their educational records after submitting a written request to the administrative office.
Change of Student Records
Students may request amendments of the records if these are proven to be inaccurate except in the following instances relevant to Maitripa College:
Records related exclusively to the student in their capacity as an employee
Confidential letters of recommendation and confidential statements of recommendation that were placed in the educational records of the student after January 1, 1975, in regards to admission to an educational institution or an application for employment provided that the student has waived rights to inspect and review letters and statements of recommendation
Permanence, Duplication, and Disposal of Student Records
Individual student records are maintained for the minimum period of time required to serve the function of the Registrar’s Office. When appropriate, the Registrar shall dispose of the records in a manner that ensures confidentiality. The permanent records of a Maitripa College student, primarily transcript reports, are only maintained due to the long-term value to the student or institution. Duplication of student records is minimized. Any duplicate permanent records are destroyed in accordance with the Guide for Retention and Disposal of Student Records available in the Registrar’s office.
