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SUBJECT: 1900s: Miscellaneous EFFECTIVE: April 11, 2018
Section: 1912.2 Student Records - Directory Information

SBHE Policy 1912 requires that each institution adopt a policy as required by the Family Educational Rights and Privacy Act (FERPA). Such policies must include a definition of "directory information." Directory information, which may be released publicly in printed, electronic, or other forms, shall be defined to include:

  1. Name (all names on record)
  2. Address (all addresses on record)
  3. E-mail address (all electronic addresses on record
  4. Phone number (all phone numbers on record)
  5. Height, weight and photos of athletic team members
  6. Major field of study (all declared majors)
  7. Minor field of study (all declared minors)
  8. Class level
  9. Dates of attendance
  10. Enrollment status
  11. Names of previous institutions attended
  12. Participation in officially recognized activities and sports
  13. Honors/awards received
  14. Degree earned (all degrees earned)
  15. Date degree earned (dates of all degrees earned)
  16. Photographic, video or electronic images of students taken and maintained by the institution.

Under the Family Educational Rights and Privacy Act, students have the right to request directory information not be made public by notifying the appropriate campus office. Students should be aware that information might be collected for use in publications in advance of printing. In order to effectively suppress release of directory information, students must restrict their directory information by the tenth day of the term and not reverse that restriction during the term. Students may also personally contact a staff member in the appropriate campus office for assistance in completing this process.

Campuses receive many inquiries for ‘directory information' from a variety of sources including, but not limited to, prospective employers, other colleges and universities, graduate schools, licensing agencies, government agencies, news media, parents, friends, and relatives. Students should consider very carefully the consequences of their decision to withhold release of any or all directory information items. Campuses have no responsibility to contact students for subsequent permission to release directory information after it is restricted. Campuses will honor student requests to withhold directory information until the student specifically and officially requests to lift these restrictions. Students may reverse existing directory restrictions by logging into their accounts. Students may also personally contact a staff member in the appropriate campus office.

Reference: SBHE Policy - 1912  

Chancellor's Cabinet minutes, April 14, 2004. Revisions were made and the revised procedure was distributed via email to cabinet on May 15, 2004, with a message stating that without objection from the presidents at or before the May 19, 2004, Cabinet Meeting, the Interim Chancellor would approve the revised version; Amendment, Chancellor Cabinet minutes, April 11, 2018.
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