FERPA Policy

FERPA Policy and Procedures Statement

1. Overview and Commitment

Oklahoma Baptist University (OBU) complies fully with the Family Educational Rights and Privacy Act of 1974 as amended (FERPA), a federal law that protects the privacy of student education records and affords eligible students specific rights. All faculty, staff, contractors, and others with access to student records are responsible for ensuring these rights are upheld in accordance with federal law, institutional policy, and ethical standards.

2. Student Rights Under FERPA

OBU recognizes and ensures the following rights for its students:

Right to Inspect and Review Records
- Students may inspect their education records within 45 days of submitting a written request to the egistrar or other appropriate custodian.
- If records are held elsewhere, students will be directed accordingly.
Right to Request Amendment
- Students may request amendments to records they believe are inaccurate or misleading by submitting a written request to the record custodian.
- If denied, students may request a formal hearing. A decision will be rendered in writing, and if denied, the student may add a personal statement to the file.
Right to Consent to Disclosures
- Written consent is generally required before OBU may disclose personally identifiable information (PII), except under certain FERPA-authorized exceptions.
Right to File a Complaint
- Students may submit FERPA complaints to:
  Family Policy Compliance Office
  U.S. Department of Education
  400 Maryland Avenue, SW
  Washington, DC 20202-8520

3. University FERPA Coordinator

The University Registrar shall serve as the University’s FERPA Coordinator. Any violations or suspected violations of FERPA shall be reported to the FERPA Coordinator. The University’s FERPA Coordinator serves as the final authority of whether a FERPA violation has occurred.

4. Access to Student Records for University Officials

Access to student education records is restricted to University Officials with a legitimate educational interest. Legitimate educational interest is defined as access required to fulfill professional responsibilities and duties as listed in the job description, contract, or committee description. Authorized personnel include but are not limited to:

University administration and trustees
Current instructors and faculty advisors
Registrar, Admissions, Financial Services, Human Resources
Residential and student life directors
Clerical staff of official record-keeping offices
A person or company the University has a contract for services with (including but not limited to, attorney, auditor, collection agent)
A student serving on an official committee, such as a disciplinary or grievance committee
Any other employee or agent whose duties require such access

Any University Official that violates these FERPA policy and procedures is subject to progressive discipline up to and including dismissal/termination.

5. Disclosures Without Student Consent

OBU may disclose education records or PII without student consent under FERPA-authorized exceptions, including but not limited to:

Officials of other institutions where a student seeks enrollment
Federal and state education authorities
Accrediting bodies
Organizations conducting studies for educational purposes
Parents of dependent students (per IRS §152)
Health and safety emergencies
Compliance with a subpoena or judicial order
Disciplinary hearing results to victims of violent crimes
Oklahoma state disclosures (e.g., Campus Sex Crimes Prevention Act)
Disclosure to parents of students under age 21 regarding alcohol or drug violations

6. Directory Information and Opt-Out Rights

Unless restricted by the student, OBU may release the following directory information without prior consent:

Full name
Local and permanent address
Email address and phone number
Date and place of birth
Major field of study and classification
Dates of attendance and enrollment status
Degrees and awards
Participation in recognized sports and activities
Weight and height of athletic team members
Most recent institution attended

To restrict release of directory information, students must notify the Registrar in writing within seven (7) days of the semester start.

7. Release of Student Records

Records may only be released with student consent or through procedures authorized by the FERPA Coordinator. All external requests must be approved in writing by the University’s FERPA Coordinator. Redisclosure of information by third parties is prohibited without renewed consent.

8. Student Records Guidelines for Faculty, Staff, and University Officials

Faculty, staff, and other university officials must ensure secure storage and disposal of student records. Faculty, staff, and other university officials with access to student records must not engage in any of the following practices unless the student has provided prior written consent and the university official has confirmed the student’s permission with the Registrar’s Office:

Post, share, or discuss grades publicly or with third parties including the student’s parents
Post or discuss grades in a manner that allows others to identify a student grade
Distribute a student grade through another party without written consent
Distribute a graded student assignment through another party without written consent
Leave student assignments in a place where others might have opportunity to take or inspect the assignments
Leave assignments, graded work, or student records in accessible public spaces
In any other way leave student assignments or student records in jeopardy of inspection by those who do not have a legitimate and legal right to information concerning the students’ performance.

All suspected FERPA violations must be reported immediately to a supervisor and the University’s FERPA Coordinator.

9. Recordkeeping Requirements

OBU maintains a record of requests and disclosures of student information, except for:

Requests made by the student
University officials with legitimate educational interest
Directory information disclosures
Disclosures made with the student’s written consent

Records are available to students upon request.

10. Procedures for Amending Records

Written request to the record custodian.
If denied, student may submit a written hearing request to the University President within seven (7) days.
A hearing officer will be appointed and a hearing scheduled within 14 calendar days.
The student may be represented at their own expense, including by an attorney. If using an attorney, it must be communicated to the hearing officer at least three days before the hearing date.
A written decision will be issued within 14 calendar days of the hearing. The written decision shall include a summary of evidence and reasons supporting the decision. The decision of the hearing officer shall be final.
If denied, the student may submit a personal statement to be included in the record.

11. Exceptions and Exclusions

Students may not access or amend:

Financial records submitted by parents or guardians
University employment records (except those related to student status)
Treatment records maintained by health professionals (unless reviewed by a designee)

Students may only review the portion of a record directly related to them.

12. Deceased Student Records

Records of deceased students may be released to:

Court-appointed executors upon written request and legal documentation
Next of kin with a valid death certificate, if no executor is named

13. Additional Resources

FERPA Website (U.S. Dept. of Education): https://studentprivacy.ed.gov/ferpa

14. Contact

FERPA Coordinator / University Registrar
Oklahoma Baptist University
Office of the Registrar
Phone: 405-585-5100
Email: registrar@okbu.edu