Student Record Confidentiality & Inspection Policy

"Education records" are those records, files, documents and other materials which contain information directly related to a student and which are maintained by the College or someone acting on its behalf.

Education records do not include:

1. Records of instructional, supervisory, administrative or educational personnel in the sole possession of the maker, not accessible or revealed to others except a substitute;
2. Records of Dartmouth’s Department of Safety and Security used for law enforcement purposes;
3. Records of a student 18 years of age or older, made or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting it that capacity and maintained for the purpose of treating the student;
4. Employment records, except those pertaining to student employment through the College work-study program and similar programs; and
5. Records containing only information concerning a person’s activities after graduation or withdrawal from the College.

In pertinent part, the College will not release personally identifiable information from a student education record without the student’s prior written consent, except:

• Directory information, unless the student objects in writing to the registrar by October 1 in a given academic year, can be disclosed. Directory information is that which is generally thought not to be harmful or an invasion of privacy if disclosed. This includes a student's name, Student ID number, age, date and place of birth, class year, dates of attendance, enrollment status, degree(s) sought, degree(s) receipt or non-receipt, degree(s) awarded date(s), expected degree completion terms, field of study, awards and honors, address, telephone number, Dartmouth email address, previous educational institutions attended and degrees awarded, extracurricular activities, student photo, student-employee’s employing Dartmouth business unit, status as a graduate fellow/ assistant and/ or teaching assignment, and primary Thayer academic advisor.
• To school officials who have a legitimate educational interest in the student.
• Under certain circumstances, to the officials of another school, school system, or institution of postsecondary education where the student seeks to enrollTo authorized representatives of the government in connection with an audit or evaluation of federal or state supported education programs, or for enforcement of compliance with federal legal requirements that relate to those programs.
• In connection with financial aid for which the student has applied or which the student has received when necessary for a determination of eligibility, amount, conditions and enforcement of the terms and conditions of the aid.
• To State and local officials or authorities under specific circumstances and State laws.
• To organizations conducting studies for or on behalf of educational agencies related to predictive tests, student aid programs or to improve the institution.
• To accrediting organizations.
• To parents of a dependent student.
• To comply with a judicial order, subpoena, or special court order after reasonable effort to notify the parent or student, except under specific circumstances.
• In conjunction with a health or safety emergency.

The College may also disclose to a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, the final results of any disciplinary proceeding conducted by the College regarding the alleged crime or offense. Similarly, the College may disclose to the parents of a student, the student’s violation of any Federal, State or local law, or any rule or policy of the institution, governing the use or possession of alcohol or a controlled substance when there has been a determination that the student has committed a disciplinary violation with respect to that use or possession and the student is under the age of 21.

Although students have the right to review their own education records, they may not inspect and review:

1. Financial records of parents; and
2. Confidential letters and confidential statements of recommendations related to the student’s admission, application for employment or receipt of an honor or honorary recognition to which a student has waived the right of access.

Student education records are located primarily in the offices of the Dean of the College, the Registrar, and the various academic departments. Students may submit a written request to inspect their records with the person who is responsible for maintaining them.

After reviewing the education record, a student who believes that the record reviewed is incorrect or misleading may ask to have the record amended. If this request is refused by the person responsible for maintaining the record, the student may request a hearing. If the decision not to amend the student’s education record is affirmed after the hearing, the student may have placed in the file a statement commenting on the contested information and stating why the student disagrees with the decision of the institution.

Copies of the Dartmouth College Student Records Policy, which details the rights summarized above and any applicable federal laws, are available in the Office of the Dean of the College. If a student has a concern about the College’s compliance with applicable federal laws concerning his or her education record, they should bring this to the attention of the Dean of the College.

A student has the right to file a complaint concerning alleged failures by the College to comply with the Family Educational Rights and Privacy Act Office (FERPA), Department of Education, Washington, DC 20201.