Privacy of Student Records Policy

Privacy of Student Records

The University adheres to all applicable regulations concerning the privacy or confidentiality of student records, including, but not limited to, the Family Educational Rights and Privacy Act (FERPA). Faculty members are required to strictly comply with the University’s FERPA policy in their administration and use of student records.

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.

1. Student - Any duly registered person who attends or has attended any of the Ponce Health Sciences University academic programs.
2. 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 if kept in the sole possession of the maker of the record; the record must not be accessible or revealed to another person, except a temporary substitute for the maker of the record.
   2. Records created and maintained by Ponce Health Sciences University to comply with the federal rules and regulations privacy preservation concerns.
   3. An employment record of an individual, whose employment is not contingent on their student 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 containing student(s) information after they are no longer in attendance at 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 academic catalog;
• Students will be notified of FERPA rights annually by publication in the student bulletin; or
• Students will be proved a statement of their FERPA rights in their registration packets.

*The Family Educational Rights and Privacy Act of 1974