Student Records

Guilford College maintains and allows access to a student's personal, academic, health and financial records in accordance with the Family Educational Rights and Privacy Act of 1974.

According to the Family Educational Rights and Privacy Act of 1974 (known as FERPA or the Buckley Amendment), educational records are those records, files and other materials which contain information directly related to a student's academic progress, financial status, medical condition, etc., and are maintained by the college or a party acting on behalf of the college. Educational records, with the exception of those designed as directory information (described below), may not be released without the written consent of the student to any individual, agency or organization other than the following authorized personnel:

  1. To parents, if student is a dependent as defined by Section 152 of the Internal Revenue Code of 1954;
  2. To Guilford faculty and staff who have an educational interest in the student;
  3. To officials of other schools in which student seeks to enroll (transcripts);
  4. To certain government agencies specified in the legislation;
  5. To an accrediting agency in carrying out its function;
  6. In emergency situations where the health or safety of the student or others is involved;
  7. To educational surveys where individual identification is withheld;
  8. In response to a judicial order;
  9. In a campus directory after the student has deletion options;
  10. In connection with financial aid.

The college may, without prior written consent from the student, release the following "directory information" which includes name, home and residence hall address, telephone number, date and place of birth, major, extracurricular activities, date of attendance, previous institutions attended, degree and awards, class standing, participation in officially-recognized activities and sports, weight and height of members of athletic teams and photograph. Students may request that such information not be disclosed and may do so at the Registrar's Office.

Educational records excluded from student access are:

  1. Confidential information placed in the record before January 1, 1975;
  2. Medical and psychological information;
  3. Private notes and procedural matters retained by the maker or substitutes;
  4. Financial records of parents or guardian.

Access to Student Records

Students have the right to request the amendment of their educational records if the student believes it is inaccurate or misleading. A student may request, in writing, an opportunity to review the official educational records maintained by the college. The student should write the college official responsible for the record, clearly identify the part of the record they want changed and specify why it is inaccurate or misleading. The college has five business to respond to the student request. If the college decides not to amend the record as requested by the student, the college will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

The "academic record" of a student is maintained by the Registrar's Office in locked, fire-proof cabinets and are kept by the college in perpetuity.

The "student record" of a student, excluding "academic records" and including the student's Application for Admission, letters of reference, housing assignments, etc. is maintained in the Office for Campus Life in locked file cabinets.  The "student record" is maintained by the Office of Campus Life for five (5) years after the student graduates. Students wishing to review documents contained in their student record or their judicial record must make such a request in writing to the Office for Campus Life. Students will be permitted to review these records in the Office for Campus Life. Certain judicial records may not be copied without being first redacted to protect the FERPA rights of other students mentioned in those records.

The "Health record" of a student is maintained by Student Health. All medical records and services received in the health center are confidential and kept in locked file cabinets. Information is not released without the student's written permission. Students are encouraged to notify their parents of illness or injury. Parents are notified by the college only in the event of serious illness or injury or with the student's permission. Student Health complies with and abides by the provisions of the Health Insurance Portability and Accountability Act (HIPAA) of 2003. The HIPAA Compliance Officer for the College is the Director of Human Resources. The "Health Record" is maintained by the Student Health Center for ten (10) years after the student graduates.

Parental Notification

Guilford encourages students to have open communication with their parents and guardians regarding their academic progress and life on campus. The Family Educational Rights and Privacy Act of 1974 (commonly known as FERPA or the Buckley Amendment) affords students the right to access educational records and protects students from the release and disclosure of those records to third parties. If a student has signed an authorization to share information form from the college, (FERPA release) then an adviser, Campus Life staff member or other college official may discuss that student's situation with family members.

When students violate college policies, the college encourages them to communicate openly with their parents regarding the violation and its consequences. For minor or first-time offenses, parents are not routinely notified. In cases where there is a direct threat to self or others, physical or psychological concern, or in instances involving alcohol or other drugs, parents are routinely notified.