Student Records

During your time at Rose-Hulman we maintain records about your attendance, course records and transcript. We are also the point of contact for any required enrollment verifications. It is important that you keep our office current with your permanent address so that we can provide these services to you.

Family Educational Rights & Privacy Act (FERPA)

FERPA restricts the disclosure of any personally identifiable student information, including financial, without the written authorization of the student. This covers parents, stepparents, grandparents, spouse, employer, or any third-party inquiry. This is done to protect your privacy.

Therefore, Rose-Hulman Institute of Technology will not be able to talk with anyone other than you, the student, regarding your student account. If you desire to allow authorization to parents, step-parents, grandparents or spouses, we will need to have the FERPA Student Consent form signed and returned by you, stating with whom we may discuss this information. This form will be in your file as long as you remain a student with Rose-Hulman Institute of Technology. A new form must be submitted to the Registrar for any changes or to cancel authorizations on your account. Students may also grant parents or third-party view access to their student records using Web4Proxy through Banner Web.

Directory Information

Directory Information

Rose-Hulman may disclose directory information unless the student has made a written request to withhold the information. Directory information, as defined at Rose-Hulman, is as follows:

  • Name of student
  • Local telephone number
  • Local email address
  • Local address
  • Home address
  • Date and place of birth
  • Photograph
  • Participation in officially recognized activities and sports
  • Weight/Height of members of athletic teams
  • Dates of attendance
  • Anticipated graduation date
  • Declared major
  • Degrees and awards received
  • Most recent previous educational institution attended

FERPA Notification

FERPA Notification

The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. (An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution at any age.) These rights include:

  1. The right to inspect and review the student's education records within 45 days after the day the Rose-Hulman receives a request for access. A student should submit to the registrar, dean, head of the academic department, [or other appropriate official,] a written request that identifies the record(s) the student wishes to inspect. The school official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
  2. The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

A student who wishes to ask Rose-Hulman to amend a record should notify the Registrar, clearly identify the part of the record the student wants changed and specify why it should be changed.

If Rose-Hulman decides not to amend the record as requested, student will be notified in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing. 

  1. The right to provide written consent before Rose-Hulman discloses personally identifiable information (PII) from the student's education records, except to the extent that FERPA authorizes disclosure without consent.

Rose-Hulman discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official typically includes a person employed by Rose-Hulman in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of Rose-Hulman who performs an institutional service of function for which the school would otherwise use its own employees and who is under the direct  control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official typically has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for Rose-Hulman.

Upon request, the school also discloses education records without consent to officials of another school in which a student seeks or intends to enroll.

The right to file a complaint with the U.S. Department of Education concerning alleged failures by Rose-Hulman to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Student Privacy Policy Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
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