Student Records

Student records are maintained by the University to document student enrollment, credit and degree awards, faculty evaluations, and other matters pertaining to the student's achievement and progress through the University. Such files are needed not only for accreditation of programs, but also to provide documentary support for student learning. Thus, it is the joint responsibility of the University and the student to assure that records are complete and accurate. The Family Education Rights and Privacy Act (FERPA) of 1974 provides access for students to information about themselves, permits students to challenge information maintained as records by the University, and limits the release of such information without student consent.

The Office of the Registrar serves as the repository for official records of credited learning activities for Fisk students. The Office of the Registrar is authorized to issue official transcripts of these activities on behalf of the University. The Registrar maintains the following types of records:

Faculty reports, providing documentary support for the award of college credit and degrees
Transcripts of prior and current learning activities
General correspondence relating to student records
Summary biographical data in compliance with federal and state reporting requirements
Reports of the Academic Review Committee, other University committees or administrative actions taken or requested on students' status.

Student's records are confidential and are accessible only to the student, to the student's faculty academic advisor, and to other faculty and staff members who must have access in order to perform their normal duties and to the parents or legal guardians of a dependent student when authorized. Faculty members may see the records of their own advisees and students, but only the Registrar can make official changes to the records. Others within the institution who have access to student records include such personnel as members of academic review committees and administrators responsible for judging student progress.

All current and former students of Fisk University have the right to inspect and review official files, records, and data maintained by the University which directly relate to themselves, with the following exceptions:

Confidential information or letters of recommendation placed in a student's file prior to January 1, 1975
Parental Confidential Financial Information - Personal notes or comments of individual faculty members or administrators maintained separately by faculty or administrators (these are not considered official University records)
Files maintained by a University-designated clinician/psychologist/psychiatrist for treatment purposes
Information for which the student has expressly waived the right of access

A request to inspect and review student records should be made, in writing, directly to the Registrar or to the appropriate custodian of the student's file. This request should specifically identify the records sought for review. An attempt to provide access to these records will be made as soon as practicable, but no later than 45 days after the request has been made. In addition, the holder of the record will provide, at any student's request, an explanation or interpretation of any material contained in a student's file. Copies of any student records may be furnished to the student for an administrative cost to the individual set by the University.

Any inspection or review of student records must be made in the presence of the University Registrar or other University-designated party responsible for such records.

Challenges to the content of a student's records may be initiated by the student by following the steps in the student petition process form available in the Office of the Provost. A student may challenge the content of his or her school record if the student believes the records are inaccurate, misleading, or in violation of the right of privacy of the student. A petition process may serve as a formal opportunity to seek the correction or deletion of any such inaccurate, misleading, or otherwise inappropriate data contained in the records. Inclusion of explanatory information also may be sought by the student.

Release of student records is strictly limited. Consistent with University policy and applicable statutes, access to or release of student record information, other than for public or directory information, will not be permitted without prior written consent of the student to any party other than the following:

Parents or legal guardians of a dependent student, when authorized
Appropriate personnel and agents of Fisk University who have legitimate educational interests in seeing student records
Appropriate state and federal agencies who, under the law, are entitled to have access to University records
Accrediting associations in the performance of their accreditation functions
Persons indicated and authorized as parents or guardians on the student's original registration form and application [The student is responsible for filing any change or updated information with the Registrar.]
Public information is defined by the University to include date of entrance, unit of enrollment, date of withdrawal or graduation, and degree earned, if any. Units of the University may, from time to time, publish directories of students. Advance notice will be given to students about such directories, including the type of information to be published, so that students may request that information concerning themselves not be included.

Student records may also be released under the following circumstances:

In connection with an application for, or receipt of, financial aid
In compliance with a judicial order or subpoena, provided that the student will be notified of the order or subpoena prior to University compliance
Under federal law, the University is required to maintain a log of access to student records by non-University personnel. This information will be available to students, upon request, in the Office of the Registrar where the record is maintained.

Student records are closed at graduation. It is very important that you print out your unofficial transcript and resolve all grade issues before your degree is conferred.

Contact the Office of the Registrar as soon as possible if you wish to delay your graduation to a subsequent semester or until you have resolved all grade issues.