Policy Definitions

1. Attendance:  Participation in a College course in person or by paper correspondence, videoconference, satellite, Internet, or other electronic information and telecommunications technologies for students who are not physically present in the classroom. 

2. College: For the purposes of this policy, "College" means St. Elizabeth College of Nursing.

3. College Official: Means any person employed by the College in an administrative, supervisory, academic, research or outreach, or support staff position (including law enforcement unit personnel and health staff).  The term also includes any contractor, consultant, volunteer, or other party to whom the College has outsourced institutional services or functions.  Examples of "College Officials" include, but are not limited to: attorneys, auditors, collection agents; a person serving on the Board of Directors; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another College Officials in performing his or her tasks.

4. Custodian of Records: An office or College official responsible for maintenance of Education Records.

5. Directory Information: Information contained in an Education Record of a student that would not generally be considered harmful or an invasion of privacy if disclosed. Directory information includes but is not limited to: the student's name, certain College-assigned identifiers: SONIS (School of Nursing Information System); date of birth; addresses; telephone number; electronic mail address; academic major; student level (freshman, senior, etc.); expected date of completion of degree requirements and graduation; degrees, honors, and awards received; dates of attendance; full or part time enrollment status; individual photograph or electronic image. The College also considers class rosters to fall within the definition of Directory Information; however, they may only be disclosed to students enrolled in the class. The College reserves the right to amend this listing consistent with federal law and regulations and will notify students of any amendments by publication in the Annual FERPA notification.

6. Education Records: Any records maintained in any form by the College that are directly related to a student.

7. Eligible Student: When a student turns 18 years old, or enters a postsecondary institution at any age, the rights under FERPA transfer from the parents to the "Eligible Student"

8. FERPA: Family Educational Rights and Privacy Act, (FERPA) 20 U.S.C. § 1232g, 34 CFR Part 99 as amended is a federal law that affords parents the right to have access to their children's education records, the right to seek to have the records amended, and the right to consent to the disclosure of personally identifiable information from education records, except as provided by law. For purposes of compliance with FERPA, St. Elizabeth College of Nursing considers all students to be independent unless otherwise indicated with appropriate documentation.

9. Legitimate Educational Interest:  Any College official who needs information about a student in the course of performing instructional, supervisory, advisory, or administrative duties for the College has a legitimate educational interest.  Release of a student's education record to a school official having legitimate education interest does not constitute institutional authorization to transmit, share, or disclose any or all of the information to a third party, within or outside the College.

10. Parent: Includes a parent of a student, a guardian, or an individual acting as a parent in the absence of a parent or guardian.

11. Personally Identifiable Information: A student's name; the name of a student's parent or other family member; the address of a student or student's family; a personal identifier, such as the social security number or student number, or any portion thereof; or biometric record; and other indirect identifiers, such as the student's date of birth, place of birth, and mother's maiden name; other information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty; or information requested by a person who the educational agency or institution reasonably believes knows the identity of the student to whom the education record relates.

12. Solomon Amendment: Federal law that allows military recruiters to access some address, biographical and academic program information on students age 17 and older.  

13. Student: Except as otherwise specifically defined means any individual who is or has been in attendance at an educational agency or institution and regarding whom the agency or institution maintains educational records.  

14. Student Education Record Tracking Log:  Record of all requests to view any student educational record.