The Family Educational Rights and Privacy Act of 1974 (FERPA)

For the purposes of this policy, Ponce Health Sciences University has used the following definition of terms.

Student

Any duly registered person who attends or has attended any of the Ponce Health Sciences University academic programs.

Educational Records

Any record (in handwriting, print, tapes, film or other medium) maintained by Ponce Health Sciences University is an agent of the school, which is directly related to a student, except:

1. A personal record kept by a staff member is kept in the sole possession of the maker of the record; the record must not be accessible or revealed to another person, expect a temporary substitute for the maker of the record.
2. Records created and maintained by the Ponce Health Sciences University to comply with the federal rules and regulation of privacy preservation concern.
3. An employment record of an individual, whose employment is not contingent on their student’s status, provided the record is used only in relation to the individual’s employment.
4. Records made or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional if the records are used only for treatment of a student and made available only to those persons providing the treatment.
5. Alumni records contain student(s) information after they are no longer in attendance at the Ponce Health Sciences University, and which do not relate to the person as a student.

(Note: A college or university is required. by Section 99.7 of the FERPA regulations to provide students annual notification of their FERPA* rights. Its policy must include the method it will use to inform students.)

• Students will be notified of their FERPA rights annually by publication in the student handbook.
• Students will be notified of FERPA rights annually by publication in the student bulletin; or
• Students will be given a statement of their FERPA rights in their registration packets.

Procedure to Inspect Education Records

• Students may inspect and review their own academic records upon approval of the Registrar.
• Students should submit to the Registrar or Record Officer a written request, which identifies precisely as possible the record or records he or she wishes to inspect.
• The Record Custodian or an appropriate University staff person will make the needed arrangements for access as promptly as possible and notify the student of the time and place where the records may be inspected. Access must be given in 15 days or less from receipt of the request.
• When a record contains information about more than one student, the student may inspect and review only the record related to the student.

* The Family Educational Rights and Privacy Act of 1974