Access to Student Information
Under provisions of the Family Educational Rights and Privacy Act of 1974, as amended, students have the right of access to official records maintained on them by the institution.
A student may inspect and review the following educational records by filing a written request with the designated official. Although normally access may be obtained without undue delay, officials are permitted a 45-day period within which to respond to any request.
- Registrar: Admission file (except confidential statements obtained under the waiver of access right provision and letters of recommendation received prior to January 1, 1975) Permanent academic record and related academic information.
- Dean of Students: Biographical material furnished by students Recognized activity record, Honors and awards received, Photograph(s), Official withdrawal forms, Discipline record
- Director of Career Development: Placement records (except statements obtained prior to January 1, 1975, and recommendations obtained under the waiver of access right provision)
- Director of Counseling: Personal counseling record (may be reviewed only by another appropriate professional person of the student’s choice)
- Director of Student Financial Aid: Financial aid records (except the parents’ financial records)
- Director of the Health and Wellness Center: Medical record, in addition to review by the school physician, may be reviewed only by another physician of the student’s choice
- Chaplain: Personal counseling record (may be reviewed only by another appropriate person of the student’s choice)
The student may challenge information contained in these records as inaccurate, misleading, or in violation of privacy and may provide a written explanation of the contents for insertion in the record. Challenge to information in the educational record may be initiated in
writing by the student with the college official responsible for maintaining the record.
Students may obtain a copy of any item in these official files with the exception of transcripts from other institutions and the excluded items listed under each of the preceding offices. The student will pay $1 per copy of any page reproduced. Copies of the student’s official
transcript will be released only on the written request of the student and only after all delinquent accounts to the college have been paid. An
official copy of a student’s transcript will not be released to the student, but will be mailed to any institutional address as requested. Requests for transcripts will be processed in the order in which they are received. Students may request an unofficial copy for their own use. The fee for
official transcripts is $3 a copy, and official transcripts that must be processed on a rushed basis are $5 a copy. Currently enrolled students will not be charged for unofficial student copies of their transcript.
The Family Educational Rights and Privacy Acts of 1974, as amended, also provides that the following categories of information may be released by the college as public unless the student chooses to have the information withheld. Such information may be routinely released to certain
inquirers and the news media unless the student requests in writing that either all or any part of this list be withheld.
- Address, both
a. home and
b. residence hall and room number, or
c. local area address for commuter students
- Current telephone listing
- Place of birth
- Major field of study
- Berry e-mail address
- Status (full-time/part-time)
- Participation in officially recognized activities and sports
- Weight and height of members of athletic teams
- Dates of attendance, including current classification and year, matriculation, and
- Degrees, awards, and honor received, including dates granted
- The most recent previous educational agency of institution attended
- Identification photograph
Inquiries for directory information are received from a variety of sources such as parents, relatives, friends, prospective employers, graduate schools, honor societies, licensing agencies, government agencies, and news media. A decision by the student not to release this
information, that is, to remove it from the directory list, will result in refusals of such information to all inquirers, including family members, except when such information is necessary to protect the health or safety of the student or other persons. For example, a prospective
employer wishing to confirm pertinent data, an honor society
seeking qualifications on prospective members, or other such requests would be denied that information.
It is the student’s responsibility to make the request to
withhold directory information. Berry College will honor a request to
withhold any information listed but cannot assume responsibility to
contact the student for subsequent permission to release the
information. Berry College assumes no liability for failure to honor the student’s instructions that information be withheld.
Forms for withdrawing information from the directory list may
be completed in the registrar’s office within five class days after the
close of the official registration
period. The registrar will notify other officials of the withdrawal of information.