A. Freedom of Access to Higher Education
Valley City State University makes clear in the Bulletin its expectations regarding the characteristics of students which it considers relevant to success in the university programs. No student is barred on the basis of race, sex, creed, color, or national origin from the university. The academic facilities and services of the university are open to all enrolled students, subject to departmental limitations.
B. In the Classroom
The professor in the classroom and in conference should encourage free discussion, inquiry, and expression. Student performance is to be evaluated solely on an academic basis, not on opinions or conduct in matters unrelated to academic standards.
Student records maintained by the university fall into two general categories - - directory information and educational records. As custodian of student records in compliance with the Family Educational Rights and Privacy Act of 1974, the university assumes the trust and obligation to ensure full protection of student records which includes maintaining the confidentiality of education records. The administrative procedures outlined in this section are to be complied by university personnel who have or accumulate educational records which are in a personally identifiable form. The term 'student' in this Section means an eligible student under FERPA (a student at VCSU). Students may review a copy of FERPA and the regulations at the Office of Admission and Records.
2. Directory Information
A. Directory information is information concerning a student which may be released publicly. It includes the following: the student's name, home address, local address, e-mail address, telephone listing, date and place of birth, major field of study, class level, enrollment status, participation in officially recognized activities, weight and height of members of athletic teams, photographs, class schedule, class roster, dates of enrollment, degrees and awards received and the most recent educational institution attended by the student.
B. A student may request that any or all of their directory information not be made public by completing a form in the Office of Admission and Records between the first and tenth day of class in a term (or between the first and tenth day of class in a summer session). This request will remain in effect for one year. The specified directory information will then be treated the same as educational records information. In responses to public inquiries, the university will verify only whether or not an individual is currently enrolled at the university.
3. Educational Records
A. Educational records are those records, files, documents, and other materials which contain information directly related to a student's academic progress, financial status, medical condition, etc., and are maintained by Valley City State University or a party acting on behalf of the university. Educational records include more than academic records. Educational records, with the exception of those designated as directory information (see Section 2), may not be released without the written consent of the student to any individual, agency, or organization other than the following authorized personnel:
B. The disclosure of educational records to family members in response to subpoenas will be carried out as follows:
C. Upon written request, the university shall provide student access to a student's own educational records with the exception of:
D. Students may waive their access to records.
4. Official Transcripts of Academic Records
A. The Registrar compiles, maintains, and administers official transcripts of records.
B. Each student's official transcript of record contains the following information:
C. The Office of Admission and Records shall send, issue, or release a student's official transcript or record
D. A transcript or record shall contain only the information described in Section 4-B, and shall not be furnished in part or with information omitted.
E. The Director of Admission and Records shall maintain a register of request for Official transcripts. This register of requests is part of the student record.
F. A student who fails to pay a debt to the university may have his/her official transcript withheld until the debt is paid.
G. The Vice President for Student Affairs may withhold the issuance of an official transcript pending a hearing against a student who violates a rule or regulation of Valley City State University .
Sponsored by: Vice President for Student Affairs
Reviewed: Winter 1996
Reviewed: Winter 2004
Revised: Winter 2010
Revised Number: February 2010