This policy is in compliance with the Family Educational Rights and Privacy Act of 1974, which is an amendment to the Elementary and Secondary Act of 1965.  This is also identified as Public Law 93-380.

Policy

The following information is maintained in the students’ records at various times during the admission process and during enrollment/graduate status:

A.  Academic Record

• Discarded when student enters program

1. References
2. Interview Form
3. Miscellaneous informal communication with prospective applicant

• Discarded when student completes/leaves program

1. Application for Admission
2. Acceptance Letter
3. Exemption Notices
4. Clinical Evaluation Summaries
5. Unsatisfactory Performance Warning Notices
6. Discipline Warning Notices
7. Academic Probation Notices
8. Student Handbook Acknowledgement Forms
9. MIS Confidentiality Agreement
10. Verification of Health Insurance Form 

• Retained ad infinitum

1. Official complete high school transcript or GED
2. Official complete post-secondary transcript(s), if applicable
3. Official TOEFL score, if applicable
4. Final official transcript
5. Final Summary or Exit Summary
6. Cumulative Record, for students not completing the program

B.  Health Record -- returned to student when student completes or leaves the program.

C.  Financial Record -- retained 1 year

D.  Counseling Records -- discarded when the student completes/leaves the program

E.  Radiation Monitoring records are kept ad infinitum

All records are maintained under the supervision of the Vice President for Education. The academic records are filed in the Registrar’s office, Medford campus.  They are accessible to the Vice President for Education, Program Director, Student and Alumni Affairs Coordinator, current faculty members, the LM/RC secretaries, Registrar/Bursar and recognized regulatory and accrediting organizations.

Student’s health records are maintained in the office of the Student and Alumni Affairs Coordinator, Medford campus.  They are accessible to the Director, Student and Alumni Services and the Student and Alumni Affairs Coordinator and recognized regulatory and accrediting organizations.  Copies of student health records for students covered by the college health insurance plan are maintained in the student health office, Weston campus. Pertinent health problems may be discussed when necessary, with the Vice President for Education.  Immunization records are released to the Program Director and affiliating Clinical Education Setting agencies.  Otherwise, all records are confidential, and information is not released without a signed authorization from the student.

The financial records are confidential and are in the office of the Financial Aid Coordinator.  They are accessible to the Vice President for Education, Director, Student and Alumni Services, Financial Aid Coordinator, Financial Aid Clerk, and federal government and internal auditors.

The counseling records are confidential and are in the Office of the Student and Alumni Affairs Coordinator.  They are accessible to the Coordinator as well as the Vice President for Education and the Director, Student and Alumni Services.

Radiation Monitoring records are kept in the office of the Program Director

All students have a right to inspect their own academic records and to challenge them.  A student writes to the Vice President for Education to request review of his/her own record.  If the accuracy of a record is challenged and the discrepancy cannot be resolved through informal proceedings, the student may request a formal hearing by writing to the Vice President for Education.  An official of Regis College who does not have a direct interest in the outcome will conduct a hearing. Students, dissatisfied with the results of a hearing, may submit an explanatory statement for inclusion in the academic record.

Rights accorded to parents of students are transferred to a student who is 18 years of age, or is attending an institution of post-secondary education, therefore, permission or consent is required of the student only to have access to records or to release information.

Transcripts should be requested in writing and addressed to the Registrar.  The transcript is official if it is signed and imprinted with the official seal.  An official transcript may not be released to the student.  The initial transcript is issued at no charge; additional copies are issued for a fee established by the College.

Information is released to prospective employers or educational institutions only if a signed authorization from the student or graduate is received.  Information, which is requested, may include academic achievement and evaluation of clinical performance.  No materials will be sent if payment of loan monies received through the program is delinquent.

For additional information, a copy of Public Law 93-380 is available in the health sciences library.

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