Section 3: Comprehensive Standards

3.9.2 The institution protects the security, confidentiality and integrity of its student records.

Judgment of Compliance:
Compliance

Narrative/Justification for Judgment of Compliance:
Christopher Newport University is in compliance with this comprehensive standard. The University protects the security, confidentiality and integrity of its student records by complying with the Family Educational Rights and Privacy Act (FERPA). FERPA guidelines are available through the Registrar’s Office with training provided for members of the University community. The University Handbook states that:

The University complies with the Virginia Freedom of Information Act and the federal Family Educational Rights and Privacy Act. Because these laws and their implementing regulations are ambiguous and constantly changing, it is difficult to definitely state what is and is not covered. Nevertheless, members of the University community are advised that as a general matter, it is illegal to disclose information concerning a student’s academic performance to anyone other than the student including the student’s parents. Similarly, it is illegal to disclose the specific details of an employee’s personnel file. Of course, this specific information is available to the student concerned and to the individual employee. However, the University community should also know that certain general information must be disclosed. Any questions or concerns about these laws should be directed to the General Counsel. Faculty members should not release any information about students to persons other than the student without first consulting with the General Counsel.

While directory information is considered public, students can request that their information not be made available to the public using a Directory Opt-Out Form available through the Office of Human Resources. Students are informed of this option at move-in and via e-mail announcements. Opt-out requests are shared with the housing office so housing rosters reflect the requests.

When confidential information must be shared, transactions conform with FERPA or occur with the student’s written consent. Among the offices of Student Affairs, confidential student information may be shared as necessary and appropriate. To allow electronic flow while ensuring confidentiality, a protected shared drive relays such information, particularly when resolving student crises. Folders have been set up to allow the sharing of information with and among selected individuals or departments, or among the entire Student Affairs staff.

The Office of Judicial Affairs and Community Development regularly deals with educational records protected by FERPA. Staff are instructed on FERPA issues based on regular updates from the Office of Civil Rights provided through the Association of Student Judicial Affairs annual conference. Any requests for release of information must be approved by a professional staff member to ensure confidentiality. This office stores all files in secure locations. It further reviews historical judicial files, regularly destroying records after the appropriate time period established by the Office of Civil Rights (currently three years from the date of the student’s last enrollment).

The records of the University Health and Wellness Services, a contracted service provided by Riverside Health System, are protected by the Health Insurance Portability and Protection Act (HIPPA). Information about any visitor to the clinic (faculty, staff or student) remains confidential unless release is authorized by the supervising medical doctor in accordance with Virginia and/or federal law.

Clinicians in the Center for Counseling, Coaching and Consulting are guided by FERPA and their Guidelines for Protecting Student Records ensure the confidentiality of student records. Likewise, student employees and graduate assistants who work with confidential information must sign confidentiality statements.

Support Documentation:
Directory Opt-Out Form:
          Residential
          Non-residential

Office of the Registrar
 Consent for the Release of Confidential Information
FERPA Information for Instructors
Registrar Office-Confidentiality Statement
FERPA Recommendation Form
General Release of Information
FERPA Policy Document

Judicial Affairs
 General Release of Information
Hearing Panel Scripts

Office of Career and Counseling Services
 Student Worker Confidentiality Statement
Intern Confidentiality Statement
Guidelines for Protecting Student Records

University Health and Wellness Services
 Authorization for Treatment
Medical Records Release
Minor Consent
Confidentiality Note
Confidentiality Statement and Agreement for Volunteers
Confidentiality Statement and Agreement

Additional Live Web Resources:
Association of Student Judicial Affairs: http://www.asjaonline.org