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Office of Internal Audits
(828)262-2281
watersre@appstate.edu
© 2005 Appalachian
State University
Website maintained by Robin
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Administrative
Procedures
Procedure 1 - Procedure for the Correction of Education Records
Procedure Description - If a student believes that the education record is inaccurate, misleading, or otherwise in violation of his or her privacy rights, the student has the right to request that the record be corrected. Procedures for the correction of an education record at Appalachian State University are as follows:
- A student must contact the Registrar's Office, in writing, asking that a record be amended. In so doing, the student should clearly identify the part of the record to be amended and specify why the student believes it to be inaccurate, misleading, or otherwise in violation of the student's rights.
- The University, represented by the Registrar's Office and, if applicable, in consultation with the office that maintains the record in question, will decide either to comply or to not comply. If the University decides to comply, it will amend the record and notify the student, in writing, that the record has been amended. If the University decides to not comply, it will notify the student of the decision and advise the student of his or her right to a hearing to challenge the information believed to be inaccurate, misleading, or otherwise in violation of the student's rights.
- Upon receiving the student's written request, the University will arrange for a hearing and notify the student, in sufficient time, of the date, place, and time of the hearing.
- The hearing will be conducted by a hearing officer who is a disinterested party; the hearing officer may, however, be an official of the University. The student shall be afforded a full and fair opportunity to present evidence relevant to the issues raised in the original request to amend the student's education record. Present at the hearing will be the hearing officer, the student, a representative of the Registrar's Office and, if applicable, a representative of the University office in which the education record is maintained. The student may be assisted by one or more individuals, including (at the student's expense) an attorney.
- The hearing officer will prepare a written report which will include a recommendation to either comply or to not comply with the student's request. The report and recommendation will be based solely on the evidence presented at the hearing. The report will include a summary of the evidence presented and the reasons for the recommendation. The report will be transmitted to the Registrar's Office within ten (10) days of the hearing.
- If the recommendation of the hearing officer is to comply with the student's request, i.e., the report finds that the education record is inaccurate, misleading, or otherwise in violation of the student's rights, the University will amend the record and notify the student, in writing, that the record has been amended.
- If the recommendation of the hearing officer is to not comply with the student's request, i.e., the report finds that the challenged information is not inaccurate, misleading, or otherwise in violation of the student's rights, the University will, in writing, so notify the student and inform the student that he or she has the right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision.
- The student's statement will be maintained as part of his or her education record as long as the contested portion is maintained. If the University discloses the contested portion of the record, it will also disclose the student's statement.
Procedure for Filing an Official Complaint:
If the student believes that Appalachian State University is in error in its interpretation of FERPA, he or she may file a complaint with:
The Family Policy Compliance Office
U. S. Department of Education
600 Independence Avenue, SW
Washington, DC 20202-4605
Telephone Number: (202) 260-3887
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