Disclosure of Information from Student Records
Pursuant to the Federal Family Educational Rights and Privacy Act (FERPA) and the California Information Practices Act, students at AUSB have the right (1) to inspect and review records that pertain to themselves as students, known as education records, unless waived or qualified under Federal and State law or University policies; (2) to seek to amend the content of education records that may be considered inaccurate or misleading; (3) to have withheld from disclosure personally identifiable information from their education records, except as provided in Federal and State laws or University policies; and (4) to file complaints with the US Department of Education – Family Policy Compliance Office regarding alleged violations of their FERPA rights.
Release of student record information is generally not done at Antioch University Santa Barbara without a signed, written consent from the student. There are, however, exceptions. For example, directory information as defined by AUSB includes name, address, e-mail address, telephone listings, dates of attendance, previous institution(s) attended, major field of study, participation in recognized activities or sports, enrollment status (undergraduate or graduate, full-time or part-time), photographs, honors and awards received, and degree(s) conferred and date(s) of degree. AUSB may release or publish directory information without the prior consent of the student, unless specifically instructed by students to withhold their information. To restrict the release or publication of any student information, students must provide the appropriate written instructions to the University Registrar. To do so, students must complete a Request to Prevent Disclosure of Directory Information form.
AUSB may disclose education records in certain other circumstances, such as:
- to comply with a judicial order or a lawfully issued subpoena
- to appropriate parties in a health or safety emergency
- to officials of another school, upon request, in which a student seeks or intends to enroll
- in connection with a student’s request for or receipt of financial aid, as necessary to determine the eligibility, amount, or conditions of the financial aid, or to enforce the terms and conditions of the aid
- to certain officials of the U.S. Department of Education, the Comptroller General
- to state and local educational authorities, in connection with certain state or federally supported education programs
- to accrediting organizations to carry out their functions
- to organizations conducting certain studies for or on behalf of the University
- the results of an institutional disciplinary proceeding against the alleged of a crime of violence may be released to the alleged victim of that crime
Student records are created and maintained by a variety of offices throughout the Antioch University Santa Barbara campus. Requests to inspect and review the records of any office must be made directly to that office and are subject to the terms of Federal and State laws and University policies. Inspection of student records maintained by the Office of Student Services is by appointment only. To challenge the content of student records, students must follow the procedures outlined in the Policy on Amending or Correcting Student Records.
Access to student records at AUSB is provided to education officials in compliance with FERPA. Education officials include staff and faculty at AUSB who have a legitimate educational interest and the need to know information from those records. Education officials may also include members of AUSB’s governing body charged with the oversight of the University’s academic programs and accreditation. The National Student Clearinghouse acts as an authorized agent for the University in the verification of academic information for lenders and financial aid providers. Access for all other entities, known as third parties, requires the prior written consent of the student, unless excepted by FERPA, Federal and State laws, or University policies.
Student records provide official documentation of student learning and achievement and substantiate the accreditation of University programs. The accuracy and completeness of student records is the joint responsibility of individual students and the University. Students should periodically check their academic records for completeness and accuracy. Students must notify the University stating any problems or inaccuracies in their student records within sixty days of the end of the quarter in which the discrepancy occurred.
Amending or Correcting Student Records
If a student believes that her or his academic records are inaccurate, misleading, or otherwise in violation of the right to privacy, she or he has the right to challenge and ask for amendment. Any request for an amendment of an academic record should be made in writing to the Office of Student Services. It is the student’s responsibility to keep the University up to date on any changes in address or phone number, name changes, etc. by filing the appropriate forms with the Office of Student Services.
Petition for Exception
A student who wishes to petition for an exception to any academic or Registrar policy or procedure must complete a Petition for Exception to Policy and Procedures form, explaining why s/he believes an exception is warranted. The petition is submitted to the Advisor or Instructor (if regarding a credit award change or grade equivalent change), and then considered by the Program Chair and/or Provost & CEO or designee. The student is informed of the decision as soon as it is determined.