The Registrar has been designated by the University to coordinate the inspection and
review procedures of student education records. Students must submit a written request
to the Office of the Registrar identifying the item or items of their record they
wish to inspect. The Registrar’s Office will contact the student as soon as possible,
but no later than 45 days from the date the request was received, to arrange a time
and place for the student to inspect the requested records. At the time of inspection,
the student will be required to show photo identification and must inspect the records
in the presence of a representative from the Office of the Registrar.
If a student believes his or her education record contains information that is inaccurate,
misleading, or is otherwise in violation of his or her privacy rights, the student
may request in writing that their record be changed. Students seeking a change of
grade should refer to the Grade Appeal policy. The written request must clearly identify
the part of the record the student wants amended and must specify why the record is
inaccurate or misleading. If the Registrar agrees with the student’s request, the
appropriate records will be amended. If the Registrar decides not to amend the record,
the student will be notified of the decision, within a reasonable period of time,
and the student will be advised of his or her right to a formal hearing.
Student requests for a formal hearing to contest the Registrar’s decision must be
made, in writing, to the Associate Provost. A hearing committee will be appointed
and the student will be notified of the date, time and place of their hearing. The
student may present evidence relevant to the issues raised and may be assisted or
represented by one or more individuals of their choice, including an attorney, at
their own expense. Decisions of the hearing committee, which will be based solely
on the evidence presented at the hearing, will be final. Following the hearing, the
committee will provide their written decision and a summary of the hearing to the
concerned parties. If the decision is in favor of the student, his or her education
record will be amended accordingly.
Students who are dissatisfied with the result of their hearing may place in their
education record an explanatory statement commenting on the information that was under
review. The explanatory statement will be maintained as part of the students’ education
record and will be released when the records in question are disclosed.
No one outside the university shall have access to, nor will the university disclose,
any information from students’ education records without the students’ prior written
consent, except to the extent permitted under FERPA. (See "WCU Use of Student Directory Information".)
FERPA does establish several exceptions that allow the university to disclose student
education records without prior consent. Some of these exceptions include:
- To school officials with a legitimate educational interest. A school official is a
person employed by West Chester University in an administrative, academic, research,
or support staff position (including law enforcement unit personnel and health staff);
members of the board of trustees; third-parties acting on behalf of the university;
or individuals, including students, serving on university committees. School officials
are considered to have a legitimate educational interest if the student education
information is necessary in order for that official to: complete a task specific to
their job description/contract, perform a task related to a student’s education, perform
a task related to the discipline of a student, or provide a service or benefit relating
to a student.
- To comply with a judicial order or lawfully issued subpoena. The university will make
an effort to notify the student in writing prior to disclosing information, unless
directed otherwise by the order or subpoena.
- To persons or organizations providing the student financial aid, or who determine
financial aid decisions concerning eligibility, amount, conditions and terms of the
financial aid.
- To appropriate parties in a health or safety emergency.
FERPA is administered by the Family Policy Compliance Office. Student complaints can
be sent to:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C. 20202-4605
For the purposes of this policy, the term “student” refers to any individual who has
secured admission to the University in the form of a deposit, has enrolled in a course,
has completed a non-degree application, or any individual who has previously attended
West Chester University. The term “education records” refers to any records directly
related to a student, with certain exceptions, that are maintained by the university
or its agents. These records include but are not limited to grades, transcripts, class
lists, student course schedules, student financial information, student identification
card photo, and student discipline files.
For the purposes of record inspection and release, the University reserves the right
to redact records so that personally identifiable information pertaining to other
students can be removed. Pursuant to a subpoena or record request, student records
shall be reviewed for all personally identifiable information related to students
that are not named as part of the subpoena or request. Once identified, this information
shall be redacted to ensure protection of student information as provided by FERPA.
It is the policy of West Chester University that no records of deceased students be
released to third parties, unless specifically authorized by the executor of the deceaseds
estate or in response to a validly issued subpoena.
Directory information is information contained in your education record that generally
would not be considered harmful or an invasion of privacy if disclosed.
Under FERPA, West Chester University may release the following categories of information
without students’ prior consent:
- Student’s name
- Local and permanent address
- Telephone number
- WCU email address, which includes WCU student ID number
- Date and place of birth
- Major field of study
- Dates of attendance
- Enrollment status
- Expected graduation date
- Degrees, awards, and honors received
- Most recent previous educational agency or institution attended by the student
- Participation in officially recognized activities and sports
- Weight and height, if a member of an athletic team
The University will limit information that is made public to categories such as these
but will not necessarily publish all such information in every listing.
West Chester University does not make directory information generally available to
the public. West Chester University limits its release of directory information for
official University purposes, such as: identifying athletic team members, publishing
names of scholarship recipients, graduation lists and Dean’s Lists, issuing academic
awards, verifying enrollment or degree status, and providing such information to faculty
and/or staff as pertains to their job responsibilities or with whom the University
has a contractual relationship. West Chester University's Office of Commuter Services
does provide local municipalities' Department of Building, Housing, and Codes Enforcement
with student's enrollment status. West Chester University's Office of Public Safety
will release the names, local address, permanent address, and date of birth for enrolled
students to the local municipality Police upon request.
Staff, faculty, student employees, and others with whom the University has a contractual
relationship are not permitted to use or disclose student’s directory information
for purposes other than those pertaining to their job responsibilities. Release of
directory information may not be performed by anyone not authorized to do so.
Undergraduate and Graduate students who do not wish to have their directory information
published, without their prior consent, must submit a Non-Disclosure of Directory Information Request form to the Office of the Registrar. Forms must be submitted within the first 15 calendar
days of the semester. Once a student restricts the release of their directory information,
the restriction will remain in effect until the student makes a written request to
the Office of the Registrar to reverse the non-disclosure restriction.
