CONFIDENTIALITY OF RECORDS
UBATC complies with the provisions of the Family Educational Rights and Privacy Act. (FERPA) This act protects the privacy of educational records, establishes the rights of students to inspect and review their own educational records and provides guidelines for the correction of inaccurate or misleading data. Copies of the FERPA guidelines are available from the Registrar at the Roosevelt Campus.
FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT
Uintah Basin Applied Technology College’s policy regarding the confidentiality of student records is in compliance with the Family Educational Rights and
Privacy Act of 1974 (FERPA). It is institutional policy to maintain as confidential all personally identifiable information in education records except those considered to be “directory information.” Directory information is defined as that information which would not generally be considered harmful or an invasion of privacy. Designated directory information at UBATC includes: student name, program of study, dates of attendance, certificates, degrees and awards received, enrollment status, and photographs for school use only.
Students have the right to request that directory information not be disclosed to third parties and may do so by submitting their request in writing to the Office of the Registrar. Directory information will be withheld indefinitely until the request to withhold disclosure is revoked in writing and submitted to the Office of the Registrar. The non-disclosure of directory information will call for UBATC not to release any directory information; thus, any future requests for such information from non-institutional persons or organizations will be refused. The institution will honor your request to withhold directory information but cannot assume responsibility to contact you for subsequent permission to release this information.
Regardless of the effect upon you, UBATC assumes no liability as a result of honoring your instructions that such information be withheld. Upon request, the College also discloses education records without consent to officials of another school in which a student seeks or intends to enroll. FERPA also affords students certain rights with respect to their education records.
These rights are:
(1) The right to inspect and review the student’s education records within 45 days of the day UBATC receives a request for access. Students should submit to the registrar, written requests that identify the record(s) they wish to inspect. The form to request access to inspect and review academic records can be obtained from the Office of the Registrar. Following receipt of the written request, the Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected.
(2) The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights. Students may ask UBATC to amend a record that they believe is inaccurate or misleading. They should write to the UBATC official responsible for the record, clearly identifying the part of the record they want changed and specifying why it is inaccurate or misleading. If UBATC decides not to amend the record as requested by the student, UBATC will notify the student of the decision and advise the student of the right to a hearing regarding the request for amendment.
Uintah Basin Applied Technology College, 1100 East
Lagoon Street, Roosevelt, Utah 84066
Additional information about the hearing procedures will be provided to the student along with notification of the right to a hearing.
(3) The right to consent to disclosure of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. FERPA permits disclosure without consent to school officials with legitimate educational interests. A school
official is defined as a person employed by UBATC in an administrative, supervisory, academic, or support staff position, a person or company with whom the
institution has contracted for a service or operations function (such as an attorney, auditor, or collection agent); a person serving on the Board of Directors; 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.
UBATC may also disclose personally identifiable information from a student’s education records without the student’s consent if the disclosure is to parents of “dependent” children as defined by the Internal Revenue Code, Section 152; or to officials of another school in which a student seeks or intends to enroll.
Furthermore, UBATC is required by law (the Solomon Amendment) to provide the name and address of all students to any legitimate military recruiter who makes such a request in writing to the Office of the Registrar.
This applies even if a student has submitted a request to withhold directory information. FERPA regulations detail other exceptions that allow disclosure without a student’s consent. A full copy of UBATC’S FERPA guidelines is available at: www.ubatc.edu
(4) The right to file a complaint with the U.S. Department of Education concerning alleged failures by UBATC to comply with the requirements of FERPA.
The name and address of the Office that administers
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605