Policies & Regulations
University officials in charge of the area in which
the records are maintained. Each vice president or
designated custodian shall ensure that the procedures
required by federal and Florida law, and this regulation
are in place to control access to and disclosure of
student education records and personally identifiable
information contained therein.
2. Categories and Custodians of Education
Records.
The following categories of student
education records are maintained by the University
and are kept under the supervision and control of the
designated custodian(s):
a) Cumulative Academic Records are maintained
by the University Registrar whose office is
located on the Modesto A. Maidique Campus.
At times the dean, chairperson or faculty
of the department in which the student
completed coursework may have unofficial
copies of academic records relating to specific
coursework.
b) Law Enforcement Records are maintained by the
Director, University Public Safety Department,
whose office is located on the Modesto A.
Maidique Campus.
c) Placement Records are maintained by the
Director, Career Planning and Placement, whose
office is located on the Modesto A. Maidique
Campus.
d) Continuing Education Records are maintained
by the Executive Director of Continuing and
Professional Studies whose office is located on
the Biscayne Bay campus.
e) e)Housing Records are maintained by the
Director of University Housing whose office is
located on the Modesto A. Maidique Campus.
f) Disciplinary Records are maintained in the
Student Conduct and Conflict Resolution Office
located on the Modesto A. Maidique Campus.
g) Personal Non-Academic Counseling records are
maintained by the Director, Counseling Center,
whose office is located on the Modesto A.
Maidique Campus.
h) Student Financial Aid records are maintained
by the Director of Financial Aid, whose office is
located on the Modesto A. Maidique Campus.
i) International Student Records are maintained by
the Director, International Student and Scholar
Services, whose office is located on the Modesto
A. Maidique Campus and the Associate Director
of International Student and Scholar Services
whose office is located on the Biscayne Bay
campus.
j) Academic Counseling records are maintained
by the Vice President of Student Affairs and
Undergraduate Education, whose office is
located on the Modesto A. Maidique Campus.
Additionally, academic counseling records may
be maintained by departments for students who
are majoring in fields of study taught by the
department.
3. Policies and Procedures for Access and
Release.
Personally identifiable information contained
in student education records shall be released, or
open for inspection, only to the student, or parents
of dependent students as defined in Section 152
of the Internal Revenue Code of 1986. “Personally
identifiable” means that the data or information
includes the name of a student, the student’s
parent, or other family member, the address of the
student, a personal identifier, such as the student’s
social security number or a student number, a
list of personal characteristics which would make
the student’s identity easily traceable or other
information which would make the student’s identity
easily traceable. The custodian of the records shall
require the student, or parents of the student when
applicable, requesting access to or release of the
records to present proper identification such as a valid
driver’s license or passport. The request must be in
writing and signed by the person seeking access or
release. A copy of the request for access or release
shall be retained in the student’s file. The custodian
shall have thirty (30) days in which to comply with the
request.
When the record includes information on more
than one student, the custodian shall release, or
permit access to only that part of the record which
relates to the student who is the subject of the
request. Students requesting the release to others
of personally identifiable information contained in
the student’s education records must provide the
custodian of such records with a signed, written
request specifying the information to be released,
the purpose(s) for such release, and the person
or organization to whom such information shall be
released. A copy of all requests for access and release
shall be retained by the custodian of the records
and shall be available for inspection and review
by the student or a parent. The University reserves
the right to deny a request for copies of education
records made by a student or a parent when there
is an financial obligation to the University which has
not been satisfied or when there is an unresolved
disciplinary action pending against the student.
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