Student Records

All official academic records of all students, past and present, are housed in the Office of the University Registrar (Registrar's Office).  Questions regarding a student's official academic record should be directed to the University Registrar.

The following are general policies regarding Student Academic Records (official) at Notre Dame of Maryland University.

Privacy Rights of Students
File Confidentiality and Availability
Additional Academic Files
Other Records
Release of Records
Background Checks
Court Requests
Placement Records
Records of Deceased Students
Directory Information
Consent Not Required
Concerns and Complaints
Photo Release

Privacy Rights of Students

Notre Dame of Maryland University complies with the provisions of the The Family Educational Rights and Privacy Act (FERPA), as amended, and associated regulations. FERPA establishes requirements regarding the privacy of student records and provides students with certain rights with respect to their education records.

These include:

  • the right to inspect and review their records;
  • the right to request an amendment of the student’s education record they believe is inaccurate;
  • the right to consent to disclosure of personally identifiable information (PII) contained in the student’s record (except where FERPA authorizes disclosure without consent).

Students and others who want specific information regarding their rights of access to official academic educational records maintained in their names should contact the Registrar’s Office.

One exception that permits disclosure without consent is for school/university officials with legitimate educational interests. See the Consent Not Required section for more information.

Students have the ability to provide an approval for others (parents, spouses, etc) to have access to educational and financial records by completing an Authorization to Release Student Information Form.

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File Confidentiality and Availability

The official academic records of all students, past and present, are housed in the Registrar’s Office. The official transcript contains identifying information, a complete record of all coursework, transfer credits, academic status and any degree(s) or certificate(s) granted. The transcript is kept as a permanent record of the University. The student’s academic folder, which is kept for matriculated students, includes the degree requirement checksheet, application for admission, high school transcript(s), standardized test score reports, and transcript(s) from college(s) attended. The admission application is also kept as a permanent record.

For non-matriculated students, only a permanent record of course work completed at NDMU is retained.

These files, including the permanent record, are available for student review upon request. Members of the faculty or administration also have access to these records if they have a legitimate interest in the material and demonstrate a need to know as approved by the University Registrar.

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Additional Academic Files

The College of Adult Undergraduate Studies (CAUS) office maintains advising files on each matriculated CAUS student. These files include a summary of the information provided on the student’s application materials, copies of relevant registration-related forms, waiver forms and copies of correspondence to the student. These files are retained for use of the CAUS office only and are not official records or documents.

Academic advisors have access to the academic records of their advisees. They also maintain academic progress reports of their students. These files are retained for the advisor’s use only and are not official records or documents.

Any additional academically related files held by individual members of the faculty and/or administration are for the use of the individual holder only.

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Other Records

The Director of Financial Aid maintains records on students applying for and receiving financial aid. Financial records of students who receive aid are maintained for a period of four years after graduation or withdrawal.

Health records of Women’s College students are maintained for the use of health service personnel only. The student may request a professional of her choice (medical doctor, psychiatrist) examine their health records. Such a request will be honored by the University Health Service.

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Release of Records

Grade Reports

Semester grade reports are available through the student’s personal WebAdvisor account at the end of each semester. The grade report is also available to the student’s academic advisor. Grade reports cannot be released until all financial obligations have been met.

Transcripts

No transcript will be issued without written authorization from the student. No telephone, email, or third-person requests will be honored. Transcript requests should be made at least one week in advance of expected delivery. Transcripts will not be released until all financial obligations to the University are met.

When a student graduates from NDMU, a student copy of the transcript is typically sent to the student’s home address. This transcript should be reviewed carefully and any questions directed to the Registrar’s Office within four weeks of the completion of the degree. This does not include any grade appeals – that process is outlined in the grade appeals section of this Catalog.

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Background Checks

Government agencies conducting background checks on potential government employees are provided information upon presentation of a written release from the student. A copy of the release with the agent’s name is retained in the student’s file. Agents are given information from the file by a member of the Registrar’s staff, but are not given access to the file itself.

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Court Requests

The University will honor court subpoenas for information from official files if the court has jurisdiction over the University. An attempt will be made to notify the student, at the last known address, of the court’s and the University’s actions. If the student so requests, copies of the subpoenaed information will be provided.

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Placement Records

The Academic and Career Enrichment Center assists students in the preparation of resumes and in the compilation of recommendations, which the student may have sent, upon written request, to prospective employers. NDMU does not operate a permanent, ongoing placement service for its graduates.

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Records of Deceased Students

The records of deceased students may be released to survivors under the following circumstances: The order of succession for requests is first for the surviving spouse, parent, executor of the estate and eldest surviving child; then the eldest surviving sibling and then any surviving descendent. The requestor must provide as much of the following information as possible: name of the student, social security number, date of attendance at Notre Dame, and a copy of the death certificate. The requestor must provide the following personal information: name, address, evidence of qualification to receive the records (see order of succession above), phone number, signature, and date of the request.

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Directory Information

PII (Personally Identifiable Information) is defined in the FERPA regulations as:

    1. The student's name;
    2. The name of the student's parent or other family members;
    3. The address of the student or student's family;
    4. A personal identifier, such as the student's social security number, student number, or biometric record;
    5. Other indirect identifiers, such as the student's date of birth, place of birth, and mother's maiden name;
    6. 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
    7. 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.  (Authority: 20 U.S.C. 1232g)

FERPA permits the disclosure of PII from students’ education records, without the consent of the student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations, including Directory Information.  Directory Information may be released to the general public without prior written consent. Notre Dame considers the following to be Directory Information:

    • Student’s Name;
    • Email Address;
    • Photograph (when created by the University for the purposes of promotion or advertisement);
    • Classification;
    • Degrees and awards received;
    • Major/minor/concentration/field of study/minors;
    • Dates of attendance;
    • Grade level (e.g. junior, senior);
    • Degrees, honors, and awards received; 
    • Participation in officially recognized activities and /sports;
    • Weight and height of members of athletic teams

Students must send a written request to the Registrar’s Office in the first week of the semester to place a hold on the release of any of this Directory Information. The hold is valid for one semester.

 

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Consent Not Required

FERPA permits the disclosure of personally identifiable information, without student consent, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations to the following parties:

    • School officials with legitimate educational interests;
    • Other schools to which a student is transferring;
    • Specified officials for audit or evaluation purposes;
    • Appropriate parties in connection with financial aid to a student;
    • Organizations conducting certain studies for or on behalf of the University;
    • Accrediting agenciesorganizations;
    • Parent of a dependent student as defined for IRS tax purposes;
    • To comply with a judicial order or lawfully issued subpoena;
    • Appropriate officials in cases of health and safety emergencies;
    • Information the University has designated as “directory information”;
    • Alleged victim of a crime
    • Parent of a student under 21 regarding the violation of a law regarding alcohol or drug abuse

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Concerns or Complaints

Any member of the campus community who has reason to believe that NDMU is not complying with the requirements of FERPA should inform the NDMU Registrar in writing.

A student has the right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA.  The name and address of the Office that administers FERPA is: Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, DC  20202. 

Sources:

https://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html 

http://familypolicy.ed.gov/content/model-notifications-rights-under-ferpa-postsecondary-institutions 

http://familypolicy.ed.gov/content/ferpa-model-notice-directory-information

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Photo Release

Notre Dame of Maryland University has the right to the use and reproduction of photographs taken of students while they are enrolled, for present and future use in University publications and marketing efforts, without compensation to the student. A student who does not wish to have a photo used must submit a signed statement to the Registrar’s Office before the first Friday of each semester.

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