1.8.2 - RELEASE POLICY
To totally prohibit the release of even a student's name or dates of enrollment, for example, would be as much a disservice to students as it would be an imposition on the daily functioning of the school. The law permits certain categories of information to be designated as directory information and to be released without requiring written consent, provided the student has been notified what information is included as directory information and has been given a reasonable period of time to request that such information not be released without consent.
The University has designated as directory information the following categories:
- Student's name
- All addresses (including email) and telephone numbers (of currently enrolled students only)
- Date and place of birth
- Any video and photographs including ALL Card photo
- Dates of enrollment
- Number of hours registered and full or part-time status
- Class standing (first year, sophomore, junior, and senior, graduate)
- Area of academic concentration
- Diploma or degree awarded
- Honors or awards received
- Participation in officially recognized activities and sports
- Weight and height of members of athletic teams
- Total hours earned
- The most recent previous educational agency or institution attended by the student
- Announcement of public performances and ceremonies officially recognized by Xavier
No other personally identifiable information about a current or former student may be released to any person or agency outside Xavier unless either the student has provided written consent specifying the information to be released, the reason(s) for such release and to whom it is to be released or as otherwise allowed by law. At the request of the student, a copy of the information to be released will be provided when they consent to the release. FERPA provides for a number of exceptions to this rule whereby information may be released without notice to or the consent of the student to accrediting agencies, certain federal and state authorities, to another school in which the student seeks or intends to enroll, for reason of emergencies related to the health and safety of the student, etc. In addition, such information may be made available without notice to or the consent of the student to University officials, including instructors, having legitimate educational interests, as determined by Xavier.
The University shall maintain a record of all non-Xavier individuals or agencies that have requested or obtained access to a student's education records and the legitimate interest they have in such records. The University shall keep this record as part of the student's total education record, subject to the same restrictions on release and access. The University shall not maintain records of release of directory information or information requested or obtained by Xavier officials who have legitimate educational interest.
Whenever personally identifiable information about a student is released to a third party, Xavier shall only do so on the condition that the person or agency to whom it is released may not transmit such information to another individual or agency without the prior written consent of the student.