Annual Notification to Students







In accordance with the Family Educational Rights and Privacy Act (FERPA), Union College adheres to the following policies and procedures to protect the privacy of students’ education records.  Students are notified of their FERPA rights by publication in the college bulletin and on the Union College web site.



Union College uses the following definitions in this policy:

Student:                      any person who is, or has been, enrolled and attends/attended the college.


Education records:      any record maintained by the college which is directly related to a

                                    student, with the following exceptions:


1.                    Personal records kept by the college employees which are in

the sole possession of the maker and are not accessible or

revealed to any other person;

2.                    Employment records unless the employment records are contingent on the fact that the employee is a student;

3.                    Records maintained by Campus Security solely for law enforcement purposes.

4.                    Records maintained by Counseling or Student Health.

5.                    Pastoral counseling records maintained by the college Chaplain.

6.                    Alumni records.


Procedure to Inspect Education Records

Students may inspect and review their education records upon request to the appropriate record custodian.  Students should submit in writing their request which identifies as precisely as possible the records they wish to inspect.  The custodian will make the needed arrangements for access as promptly as possible and will notify the student of the time and place where the records may be inspected.  Access will be allowed no more than 45 days after receipt of the written request.  When a record contains information about more than one student, the student may inspect and review ONLY the records that relate to him or her.


Right of the College to Refuse Access

The college reserves the right to refuse to permit a student to inspect the following records:

1.                    The financial statement(s) of the student’s parent(s).

2.                    Letters and statements of recommendation.

3.                    Records connected with an application to attend the college if that application was denied or the student never attended Union College. 

4.                    Education records containing information about more than one student, in which case the college will permit access only to that part of the record which pertains to the inquiring student.

5.                    Those records which are excluded from the FERPA definition of education records.




Location, types and Custodians of Education Records:


TYPE                                                  LOCATION               CUSTODIAN

Undergraduate admission                                 Enrollment Services           Vice President of Enrollment

Records                                                                                                                 Services

Academic Records                                             Records Office                    Director of Records

                                                                                DB 507

Student Financial Records                                DB 6th floor                           Director of Student

                                                                                                                                Financial Services

Advising Records                                                Faculty offices in                Faculty

                                                                                each academic division

Learning Disability Records,                           Teaching Learning              Director of Teaching Learning

Physical Disability Records                             Center,                                  Center

                                                                                Student Center

Disciplinary and Student                                   Office of Student                 Vice President of Student

Conduct Records                                                Services                                 Services

                                                                                DB 104

Student Health Records                                     Student Health                     College Nurse

                                                                                DB 006

Graduate admission Records to                       Enrollment Services           Vice President of Enrollment

the college.                                                                                                           Services

Graduate admission Records to the                PA Department                   Program Director

Physician Assistant Program                 Larson Lifestyle Ctr

Student Employment Records                         Accounting Office              Accountant                          

                                                            DB 504

Veteran’s Affairs Records                     Records Office             Records’ Assistant

                                                            DB 507



Right of the College to Refuse to Provide Copies

Union College reserves the right to deny copies of transcripts or other records, not required to be made available under FERPA, if the student has an overdue financial obligation to the college or if there is an unresolved disciplinary or academic dishonesty action against the student.


Directory Information

Union College has designated certain information as “Directory Information” (see college bulletin).  Such information may be disclosed by the institution at its discretion.


To withhold disclosure, students must submit in person a written notification to the Records Office (forms available on the Records Office’s web site).  Directory information will then be withheld indefinitely until the Records Office receives in writing a revocation of the request for nondisclosure.


Regardless of the effect upon the student, the institution assumes no liability as a consequence of honoring instructions that directory information be withheld.  The college assumes that failure on the part of the student to request specifically the withholding of directory information indicates approval for disclosure.