The Purdue Fort Wayne policy governing access to student records, which complies with the Family Educational Rights and Privacy Act of 1974, is described below:
A record includes any data or information about you as the student and related individuals, regardless of the media used to create or maintain the record.
Educational records include records maintained by the institution but exclude records maintained by individuals and available only to those individuals or designated substitutes (that is, "personal files"). Your educational records are located and maintained by administrators in one or more of the following offices: Academic Counseling and Career Services; Admissions; Alumni Relations; Athletics, Recreation, and Intramural Sports; Bursar; Center for Academic Support and Advancement; Continuing Studies; Financial Aid; Honors Program; Police and Safety; Registrar; Student Affairs administration; and academic units.
Note: The registrar's office is the only university office authorized to issue official transcripts and to certify students' enrollment status. All requests for such documentation must be directed to that office.
Public information consists of your name, class standing, college/school/division, major field of study, dates of attendance, degrees and awards, recognized student activities, sports, athletics information, and current enrollment status; your address and telephone number are also public information unless you have filed a registrar's form to keep these private. Records of arrests and/or convictions are public records and thus not subject to university policy.
Note: if you wish to restrict the release of your address and telephone number, you must do so by the end of the first week of classes for a session in order to exclude this information from any student directory that may be published.
Release in emergencies
The confidentiality of all records may be broken in an emergency if deemed necessary by the severity of the emergency, the usefulness of the records, and the extent to which time is critical.
Release to you
Your records are available to you with the following exceptions: confidential letters of recommendation submitted prior to 1975; records of your parents' financial status; records related to your student employment that are subject to other laws and are administered by the Human Resources office; medical and psychological records, which will be released only to a healthcare professional designated by you; and, if you signed a voluntary waiver of access, letters of recommendation related to admission, candidacy for awards, and candidacy for employment (these records may be used only for the purpose originally intended).
You may see any of your available records within 30 days after submitting a written request, either in person or by mail, and may copy any of these records, subject only to payment of any applicable copying charges. You will receive an interpretation of the record upon request, at or after the time that access is granted.
If you object to any part of your record and the responsible office will not revise the record as requested, you may request a formal hearing concerning the objection. Policies and procedures governing the hearing process will be specified by the vice chancellor for academic affairs.
Release to Purdue Fort Wayne faculty and staff
Your records are available to members of the faculty and staff who have a legitimate need for them, as determined by the administrator of the office responsible for maintenance of the record.
Release to others
Except as specified below, your records will be released only upon completion of a consent form or letter you have signed. Any such release will include a notice that further release by the recipient is prohibited by law. A record of the release will be maintained.
Records about you will be released without your consent to your parents if you are a dependent as defined by the Internal Revenue Service; to federal officers as prescribed by law; as required by state law; to agencies or individuals conducting educational research, provided that the administrator of the records is satisfied concerning the legitimacy of the research effort and the confidentiality to be maintained by the researcher; to agencies responsible for accreditation of the institution or its programs; in response to a lawful subpoena, after making reasonable attempts to provide prior notification and opportunity for objection by you; and to institutional security officers when necessary for a criminal investigation.
Retention of records
Purdue Fort Wayne reserves the right to maintain only those records it considers useful and to set retention schedules for various categories of those records. However, the administrator responsible for each category of records will ensure that a record being challenged is not destroyed prior to resolution of the dispute.