| Freedom of Association
Individual
students may join whatever associations they deem desirable and are entitled
to affiliate with any group or organization with which they qualify for
membership. Organizational constitutions, charters, and bylaws must be
nondiscriminatory with reference to the beliefs, ethnicity, race, gender,
life experiences, nation-of-origin, disability, or sexual orientation
of prospective
members. Fraternities, sororities, and religious organizations shall not be
considered discriminatory in terms of sex or religious affiliation,
respectively.
A Free and Independent Press
Shepherd
University recognizes the right of students to operate a free and independent
press. The student press shall be free of undue censorship and its editors
and managers shall be protected from arbitrary suspension arising from
student, faculty, administration, alumni, or community disapproval of
editorial policy or content as long as its policy or content adheres to the
canons of responsible journalism. The campus administration shall provide
similar rights to the University radio station and television courses.
Although the
University itself is charged with ultimate responsibility for the nature and
content of its official publications, the editor-in-chief of each campus
publication shall bear primary responsibility and accountability for the
particular publication’s operation.
Right to Privacy
Shepherd
students are entitled to the same safeguards of their rights and freedoms of
citizenship as are afforded their peers outside the academic community. The
University recognizes its responsibilities to protect the interests of its
students in preservation of privacy. Privacy rights exist under
institutional policy, as well as under federal law, the Family Education
Rights and Privacy Act (FERPA).
I. Student Records
All policies
and practices concerning student records shall respect the privacy of the
individual students. Records will be kept only on matters relevant to the
educational process. Even these minimum records will not be disclosed except
with the student’s written consent or as otherwise stated in the following
policies.
A. Maintenance
of students records:
1. Separate
files will be maintained for academic records and supporting documents, such
as, disciplinary, medical, financial aid, counseling and credential records,
and other official personnel records.
2. The
official student academic record, supporting documents, and other student
files are confidential. They are to be maintained only by members of the
University staff. All persons who handle confidential records shall be
instructed concerning the confidential nature of such information and their
responsibilities regarding it.
3. Student
academic records shall be limited to information about academic status. No
disciplinary information will be recorded on these records.
4. The University
reserves the right to withhold academic records of students who are
financially indebted to the institution.
5.Disciplinary Files: All disciplinary records except for records involving suspension and expulsion will be kept by the Dean of Students for no more than three years from the date of the sanction. Students in good behavior may request removal of disciplinary files after two years. This request must be made in writing to the Dean of Students.
B. All
students will be permitted to examine their own academic records and
supporting documents, records of disciplinary proceedings, and other
official personnel records. If students obtain a copy of any of these
records, the University may charge a nominal fee for this service.
1. Medical,
financial aid, counseling, and credential records contain information that
will be available to students, as explained below:
a. Records
created or maintained by a physician, psychiatrist, psychologist, counselor,
or other paraprofessional are normally available only to persons providing
such help or treatment. Students are permitted, however, to designate a
qualified third party to review such records on their behalf for accuracy. A
qualified third party would be a competent professional in the area of
concern. Nothing in this request will alter confidentiality of information
otherwise protected by law.
b. Students
will not have opportunity to examine the financial resources of their
parents without parental consent in writing.
c. Former
students will not have the right to see confidential letters and statements
of recommendations placed in their educational records before January 1,
1975. Students will be permitted to waive their rights of access to
confidential recommendations in these three areas: admissions, credential
files, and receipt of awards. In these cases, students will be made aware of
the names of persons making confidential recommendations on their behalf.
Letters or statements of recommendations will be used only for their
intended
purposes.
d. Other than
the expectations listed above, students may have access to information in
their admissions, financial aid, and job placement records.
e. The Office
of the Registrar is charged with the exclusive responsibility for releasing
official grade reports, transcripts, and grade point averages. Students who
want documentation of this information for themselves or for transmission to
third parties must obtain the documentation from the Office of the Registrar.
2. Former
students will have the same rights of access to their records as currently
enrolled students. Applicants to the University who are not admitted will not
have these rights.
C. Students
have a right to prior written consent for the release of personally
identifiable information from the student’s records to individuals other
than the student referred to in the records, but prior consent is not
required in the instances outlined below:
1. Employees
or agents of Shepherd University, including but not limited to faculty and
staff, who need access to the record in order to fulfill a University-related
responsibility;
2.
Parents/guardians of dependent students, as defined for income tax purposes,
in which case the University may but is not required to make non-consensual
disclosures;
3.
Parents/guardians, in instances of alcohol and drug infractions by the
student;
4. When
records are subpoenaed under a lawful court order;
5. The
following directory information about individual students may be released or
made public unless a student makes a written request to withhold such
information: name, address, e-mail address, telephone listing, date and
place of birth, major field of study, participation in officially recognized
activities and sports, weight and height of members of athletics teams,
dates of attendance, degrees and
awards
received, and most recent previous educational agency or institution
attended. All students who do not wish the release of the directory
information should file a written statement to that effect in the Office of
the Registrar, Ikenberry Hall; and
6. All other
instances in which FERPA does not mandate prior written consent.
D. Students
have the right to challenge or contest any part of their education record,
which they believe contains inaccurate or misleading information.
1. Students
should try to resolve the inaccuracy or the need to eliminate misleading
information with the faculty or staff member responsible for the entry of
the information on their record.
2. If
resolution cannot be achieved in the above manner, a challenge to the
accuracy of academic records should be submitted in writing to the
Admissions and Credits Committee, stating the nature of the complaint and
the evidence which seeks to prove that the entry is in error. This committee
has the power to uphold or change any entry on students’ records which is
challenged.
II. Confidential Communication
A. The matter of
confidential communication frequently presents a problem between student and
professor or administrator. When the problem under discussion could lead to
administrative action, the student should seek an understanding regarding
confidentiality before the counseling session.
B. Students who want to report a violation or file a complaint should contact the Dean of Students, any administrator in the Student Affairs or Residence Life Office, or campus Ombudsperson.
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