FERPA for Students and Parents

The complete academic record of every current and former student of Manhattanville University is maintained by the Registrar's Office. In compliance with the Family Educational Rights and Privacy Act (FERPA), academic information is generally only released after receiving a written or electronic authorization from the student. Certain types of student academic and demographic data, classified as Directory Information, may be released at the sole discretion of Manhattanville University without a student's prior consent.

Directory Information List

• Student's name
• Address (both permanent and local)
• Manhattanville e-mail address
• Telephone listing
• Photograph, video, or electronic image
• Date and place of birth
• Major field of study
• Dates of attendance
• Degrees and awards received (including anticipated graduation date and dean's list)
• Most recent previous educational agency or institution attended
• Grade level or year (i.e. first-year student, junior)
• Enrollment status (undergraduate or graduate; full-time or part-time)
• Participation in officially recognized activities and sports (including positions held and official statistics)
• Weight, height, and player statistics of members on athletic teams
  Note: The Athletics Department collects an additional waiver for use of an athlete's image and player stats in news and media releases.

Any or all items on the Directory Information List may be made available to:

• General public
• Media outlets
• Approved contractors/sub-contractors for support services (i.e. food service, IT software/systems, academic support platforms, etc.)
• Entities conducting official business with the University
• Vendors providing goods or services that the University deems of value to the student community

Students must notify the Registrar's Office in writing if they wish to withhold release of their Directory Information. For Manhattanville University's complete FERPA Policy, please access our annual University catalogs.

Manhattanville University Abbreviated FERPA Policy Statement

Student Review of Official Records

A. Type and Location of Education Records; Officers Responsible

1. The principal education record for every current and former student of the University is kept in the Registrar's Office. The Registrar and their representatives are custodians of these records.
2. For the purposes of defining an education record, the University also recognizes the following types of administrative records as educational and, hence, protected by the provisions of FERPA.
   • Student Financial Records (Officers responsible: VP Finance and Director of Student Accounts)
   • Admission Records [prior to transmitting files to the Registrar's Office] (Officer responsible: Vice President for Enrollment Management)
   • Financial Aid Records (Officer responsible: Director of Financial Aid)
   • Records Pertaining to Student Athletes (Officer responsible: Director of Athletics)
   • Student Health Records (Officer responsible: Director of Health Services)
   • Cumulative Academic Records [former students; permanent transcript] (Officer responsible: Registrar)
   • Disciplinary Records [Academic] (Officer responsible: Provost's Office)
   • Disciplinary Records [Non-Academic and those records which are not "law enforcement unit records"] (Officer responsible: Dean of Students)
   • Records Pertaining to Student Academic Advisement (Officer responsible: Dean of Academic Advisement Office)
   • Learning Assistance Center Student Records (Officer responsible: Director of Academic Resource Center)

B. Inspection and Review of Records

1. For record inspections involving the student's routine academic record, an official transcript may be purchased. A student's written or electronic permission is required before a transcript request is processed. Unofficial transcripts (on plain white non-secure paper without official college seal and signatures) are available at no charge and also require written or electronic student permission before processing.
2. A student may inspect and review their full educational file kept by the Registrar's Office or records maintained by another University office (as listed above) by submitting written request to the person in charge of the records. If the written request is directed to any person other than the Registrar, a copy of that request must also be forwarded to the Registrar for inclusion in the student's academic record. That office is expected to comply as soon as possible; this must be done not later than 45 days after the request has been made and received.
3. The student has the right to review and inspect all the documents in their record except:
   • Confidential evaluations and letters of recommendation filed before January 1, 1975
   • Evaluations and recommendations after that date if the student has waived their right to see them
   • Financial records and statements of the student's parents or guardians submitted to assess eligibility for financial aid
   • Those documents classified under FERPA as non-educational and in "sole possession of the maker." These include personal and procedural notes maintained by any faculty and staff member.
4. The requestor will be contacted in writing indicating the record-holding office's availability and will be asked to set up an appointment. Upon arrival for record inspection, the following steps will be followed:
   • The student must provide a valid photo identification issued by Manhattanville University or a government agency (driver's license, passport, etc.)
   • Persons accompanying the student will not be permitted to attend the record inspection session unless the student has identified the party previously as allowed to access their University records under FERPA (via an existing FERPA waiver on file). If an existing waiver is not in place, a new waiver must be filled out before the record inspection session begins. All accompanying persons must present photo identification.
   • They will be seated in the office and given their record folder.
   • No photocopies may be requested or made by the student. If copies are requested, charges may apply. The office holding the records has 10 working days to provide copies. 
     Copies will not be made of transcripts from other institutions (submitted for transfer credit). Students must contact prior institutions separately to request official records.
   • At the conclusion of the record inspection session, the student will be asked to sign a Record Inspection Statement as proof that the University has met its FERPA record inspection obligation. This statement will be placed in the student's file.
5. If, after inspecting and reviewing their records, the student has any question about them, they may request an oral or written explanation and interpretation of the records.
6. The student may also secure a copy of every document in the record which is open to them. These copies will be made by the Registrar or other designated University officer. Copy charges will apply. Copies will be ready within 10 working days of the request. Copies will not be released if the student has an overdue debt owed the University.
7. The student has a right to file a complaint with the United States Department of Education over alleged failures by the University to comply with the requirements of FERPA; and
8. The student also has a right to obtain a copy of this policy.

C. Amendment of an Education Record

1. If, after inspecting and reviewing their records, the student believes that any information contained in them is inaccurate or misleading or violates their privacy or other rights, they may request, in writing to the Registrar, that the officer who is responsible for maintaining those records amend them. A copy of the request will be included in the student's file and in the record of inspection requests maintained by the Office of the Registrar.
2. That officer, in consultation with the Registrar, must reach a decision and inform the student of this decision in writing within a reasonable period of time after receipt of the request. A copy of this decision must also be forwarded to the Registrar for inclusion in the student's permanent academic record.
3. If the officer refuses to amend the record in accordance with the student's request, the student has the right to a hearing.
4. This hearing will be conducted by a committee appointed by the Vice President for Academic Affairs and will consist of persons who do not have a direct interest in the outcome of the hearing.
5. The hearing will be held within a reasonable period of time after the student has made the request. The Vice President for Academic Affairs will provide the student with the date, place, and time of the hearing, reasonably in advance of the hearing.
6. The student will be afforded a full and fair opportunity to present evidence relevant to the issue raised, and may be assisted or represented by individuals of their own choice at their own expense, including an attorney. The hearing shall be presided over by an official of the University who shall not have a direct interest in the outcome of the hearing. The University may, in its discretion, decide to have counsel present to assist the presiding officials.
7. The committee will make its decision in writing within a reasonable time period after the conclusion of its hearing.
8. The decision of the committee will be based solely upon the evidence presented at the hearing and will consist of a written statement given to all parties concerned, summarizing the evidence and stating the reasons for the decision.
9. If, as a result of the hearing, the committee supports the complaint of the student, the education records of the student will be amended accordingly, and the student will be so informed.
10. If the committee decides against the student, the student has the right to place in their record a statement commenting on the information in the record and/or stating their reasons for disagreeing with the decision. This explanation will be maintained by the University in the office of the individual designated as custodian of the record in question as part of that education record of the student for as long as those records are maintained; and, whenever a copy of those records is sent to any party, the explanation will accompany it. A copy of this statement will also be forwarded to the Registrar.

NOTIFICATION: Students will be notified each year of their rights under FERPA through the annual release of each new Manhattanville University Academic Catalog (published online) and through the Registrar's Office.