Johns Hopkins Gazette: October 21, 1996 Form

For The Record:
University Policy
On Family
Educational Rights
And Privacy

The following policy has been adopted and promulgated by The Johns Hopkins University in compliance with the Family Educational Rights and Privacy Act of 1974, as amended:

1. Each year the university will inform students of their rights under the Family Educational Rights and Privacy Act of 1974 (P.L. 93-380, sec. 513), as amended (P.L. 93-568,sec. 2), as well as their rights under regulations promulgated thereto, and relevant university policy.

2. It is the policy of The Johns Hopkins University to permit students to inspect and review their education records to the extent permitted by applicable law and regulations.

3. The following exceptions and exclusions shall apply to the general policy permitting inspection and review of education records:

    a) Persons will not be permitted to inspect and review their education records maintained by a school or division in which they have not been in attendance;

    b) Students will not be permitted to inspect financial records or statements of parents or any information thereof;

    c) Students will not be permitted to inspect confidential letters and confidential statements of recommendation which were placed in the education records prior to Jan. 1, 1975, provided that

      (i) they were solicited with a written assurance of confidentiality, or sent and retained with a documented understanding of confidentiality, and

      (ii) they were used only for the purposes for which they were specifically intended.

    d) Students will not be permitted to inspect confidential letters and confidential statements of recommendation which were placed in the education records of the student after Jan. 1, 1975, respecting admission to an educational institution, respecting an application for employment, or respecting the receipt of an honor or honorary recognition, provided that the student has waived the right to inspect and review those letters and statements of recommendation.

    e) The university will not disclose documents which do not come within the statutory and regulatory definition of the term "education records" as, for example,

      (i) Records of instructional, supervisory and administrative personnel and educational personnel ancillary thereto which are in the sole possession of the maker and are not accessible or revealed to any other individual except a substitute.

      (ii) Records of a university law enforcement unit which are maintained apart from a student's education record solely for law enforcement purposes and are not disclosed to individuals other than law enforcement officials of the same jurisdiction.

      (iii) Records relating to an individual who is employed by the university which are made and maintained in the normal course of business, relate exclusively to that individual's capacity as an employee, and are not available for use for any other purpose although this exclusion does not apply to records relating to a student in attendance at the university who is employed as a result of his or her status as a student.

      (iv) Records which are created or maintained by a physician, psychiatrist, psychologist or other recognized professional or paraprofessional acting in a professional capacity, which are created, maintained or used only in connection with the provision of treatment to the student and which are not disclosed to anyone other than individuals providing the treatment although they may be personally reviewed by a physician or other appropriate professional of the student's choice.

      (v) Records containing only information relating to a person subsequent to attendance at the university.

4. Parents of students and students desiring to inspect and review the education records of the student should address a written request to the registrar of the school which the student attends or has attended. Requests from parents should be accompanied by a written letter of permission from the student whose record is requested. In the event that the records requested are not in the registrar's custody, the registrar shall direct the request to the appropriate custodian.

5. The university shall attempt to respond to requests for access to records as expeditiously as practicable, and within 45 days of the receipt of the written request. Records may be inspected by students only in the presence of the custodian or other such persons as the custodian designates and in no event shall a student be permitted to remove records from the office where they are maintained. The opportunity to inspect and review education records will be confined to normal business hours on the days when that office is open.

6. The university reserves the right to decline to make copies of education records when the parent of a student and/or a student lives within a normal commuting distance from the school and when the task of preparing copies presents itself as unduly burdensome or interferes with the normal duties and operations of personnel.

7. Students may obtain copies of education records, other than a transcript, by paying upon delivery a charge of $.50 a page. Copies of transcripts may be secured with payment of any applicable fee. The university reserves the right to decline to furnish a copy of a transcript from another educational institution which is a part of a student's education record unless the student demonstrates that it is otherwise unavailable. All copies of transcripts furnished a student shall bear a conspicuous legend indicating that the copy has been delivered directly to the student.

8. Education records are maintained on each student by the registrar of the school in which the student is or has been enrolled. (School of Health Services academic records are in the Registrar's Office in Garland Hall.) Education records on students also may be maintained by departments within the school as well as in the offices of the appropriate departments. A complete listing of the departments within the school, the location of each department and the location of each dean is in the university's telephone directory. Following is a listing of other education records maintained by the university and their locations.

Schools of Arts and Sciences/ Engineering

Student account records, Shriver Hall; financial aid records, 1st floor, Garland Hall; placement records, 1st floor, Merryman Hall; health records, ground floor, AMR2; academic records, 2nd floor, Mergenthaler (Arts and Sciences), 1st floor, New Engineering Building (Engineering), and Registrar's Office, basement, Garland Hall.

School of Continuing Studies

Student account records, ground level, Shriver Hall; financial aid records, 204 Shaffer Hall; student loan records, 3rd floor, Garland Hall; academic records, Registrar's Office, basement, Garland Hall.

School of Hygiene and Public Health

Student account records, Room 1040, Business Office; health records, University Health Service, Carnegie 136; student loan records, 3rd floor, Garland Hall; academic records and financial aid records, Suite E1002, Student Academic Support Services.

School of Medicine

Student account records, Office and/or setting forth any reasons for disagreeing with the university's decision.

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