Office of theRegistrar

Enrollment, attendance in classes and participation in other College activities constitute an agreement by the student to the College's use and distribution (both now and in the future) of the student's image or voice in photographs, videotapes, electronic reproductions, or audiotapes of classes and other College activities.

Haverford College will not release personally identifiable information contained in education records or allow access to those records without prior consent of the student. Personally identifiable information is defined as first and last names (or first initial and last name) in combination with any one of the following: social security number, name(s) of students family members, address(es) of students family members, Haverford College ID number, race, gender, religion or any other information that would make it possible to trace the student’s identity. Other types of personally identifiable information include, but are not limited to: advising records, disciplinary records, medical or psychiatric records, transcripts, letters of recommendation and records (high school transcript, SAT scores etc). Basically, anything that contains enough demographic or other information that points to a single student.

Haverford College will not disclose personally identifiable information without a written, signed and dated consent which specifies to whom the disclosure is being made, the purpose of the disclosure and what records are to be disclosed. You may use the authorization form to release this information.

Under the guidelines of FERPA the College may release personally identifiable information under the following circumstances.

1. Haverford College School officials who have a legitimate educational interest. College Officials may include but are not limited to: Board of Trustees, the President, Provost, Associate and Assistant Provosts, Deans, Department Chairs, Faculty Members, General Counsel or auditors providing services on behalf of the college. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill their professional responsibility.
2. In case of an emergency where it is necessary to protect the safety of a student, information may be released to the appropriate individuals including the student’s parents.
3. To federal, state and local officials.
4. To officials of other educational institutions to which a student has applied or enrolled where it relates to the student’s transfer.
5. To the parents of a student under the age of 21 where there has been a violation of state or local law or College policy as it relates to the possession of alcohol or controlled substances.
6. To comply with a subpoena. An attempt will be made to notify the student of the subpoena if permitted to do so legally.

The following are not considered education records and are not protected by FERPA:

1. Sole possession records or private notes that are not released to other personnel.
2. Law enforcement or campus security records.
3. Employment records unless employment is contingent upon attendance (student workers)
4. Records relating to treatment provided by a physician, psychiatrist, psychologist or other recognized professional.
5. Information about an individual obtained after that person is no longer a student at the College, i.e. Alumni records.

A student has the right to inspect and review their educational records. The request should be made in writing, be signed, dated and specify the reason for the request. The College will comply with the request as soon as possible but in no instance more than forty-five days after the request has been received.

Students may not have access to information that includes:

1. Financial records of their parents
2. Any portion of their record that contains information -referencing another student(s).
3. Confidential letters and statements of recommendation placed in a student’s record before January 1, 1975, or confidential letters and statements of recommendation to which students have waived their rights of access.

A student may ask the College to amend their records if they believe that any information is inaccurate or otherwise in violation of their privacy rights. The first level of appeal should begin in the Office of the Registrar. If a hearing is deemed necessary then one will be scheduled with the Dean of the College. A student has the right to place in their file a statement outlining any reasons for disagreeing with the College if it is found the students challenge is without grounds.

Students have the right to file complaints concerning alleged failures by the College to comply with the regulations of FERPA. Complaints should be addressed to the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, DC 20202-8520.