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University Policy on Family Educational Rights and
Privacy
The following policy has been adopted and promulgated by
The Johns Hopkins University in compliance with the Family
Educational Rights and Privacy Act of 1974, as amended:
1. Each year the university will inform students of their
rights under the Family Educational Rights and Privacy Act
of 1974 (P.L. 93-380, sec. 513), as amended (P.L. 93-568,
sec. 2) (FERPA), as well as their rights under regulations
promulgated thereto, and relevant university policy.
2. It is the policy of Johns Hopkins University to permit
students to inspect and review their education records to
the extent permitted by applicable law and regulations.
3. The following exceptions and exclusions shall apply to
the general policy permitting inspection and review of
education records:
a) Persons will not be permitted to inspect and review
their education records maintained by a school or
division in which they have not been in attendance;
b) Students will not be permitted to inspect financial
records or statements of parents or any information
thereof;
c) Students will not be permitted to inspect
confidential letters and confidential statements of
recommendation which were placed in the education
records prior to Jan. 1, 1975, provided that (i) they
were solicited with a written assurance of
confidentiality, or sent and retained with a documented
understanding of confidentiality, and (ii) they were
used only for the purposes for which they were
specifically intended.
d) Students will not be permitted to inspect
confidential letters and confidential statements of
recommendation which were placed in the education
records of the student after Jan. 1, 1975, respecting
admission to an educational institution, respecting an
application for employment or respecting the receipt of
an honor or honorary recognition, provided that the
student has waived the right to inspect and review
those letters and statements of recommendation.
e) The university will not disclose documents which do
not come within the statutory and regulatory definition
of the term "education records" as, for example,
i) Records of instructional, supervisory and
administrative personnel and educational personnel
ancillary thereto which are in the sole possession
of the maker and are not accessible or revealed to
any other individual except as a substitute
ii) Records of a university law enforcement unit
which are maintained apart from a student's
education record solely for law enforcement
purposes and are not disclosed to individuals
other than law enforcement officials of the same
jurisdiction
iii) Records relating to an individual who is
employed by the university which are made and
maintained in the normal course of business,
relate exclusively to that individual's capacity
as an employee and are not available for use for
any other purpose though this exclusion does not
apply to records relating to a student in
attendance at the university, who is employed as a
result of his or her status as a student. This
means that records of student employees relating
to their capacity as an employee can be
disclosed
iv) Records which are created or maintained by a
physician, psychiatrist, psychologist or other
recognized professional or para-professional
acting in a professional capacity, which are
created, maintained or used only in connection
with the provision of treatment to the student and
which are not disclosed to anyone other than
individuals providing the treatment although they
may be personally reviewed by a physician or other
appropriate professional of the student's
choice
v) Records containing only information relating to
a person subsequent to attendance at the
university
4. Parents of students and students desiring to inspect and
review the education records of the student should address
a written request to the registrar of the school which the
student attends or has attended. FERPA requires that
requests from parents of non-dependent students must be
accompanied by a written letter of permission from the
student whose record is requested. For dependent students,
it is the University policy that requests from parents
should be accompanied by a written letter of permission
from the student whose record is requested, unless the
University decides to release records without consent of
the student pursuant to Section 9(i) of this Policy. In the
event that the records requested are not in the registrar's
custody, the registrar shall direct the request to the
appropriate custodian.
5. The university shall attempt to respond to requests for
access to records as expeditiously as practicable, and
within 45 days of the receipt of the written request.
Records may be inspected by students only in the presence
of the custodian or other such persons as the custodian
designates and in no event shall a student be permitted to
remove records from the office where they are maintained.
The opportunity to inspect and review education records
will be confined to normal business hours on the days when
that office is open.
6. The university reserves the right to decline to make
copies of education records when the parent of a student
and/or a student lives within a normal commuting distance
from the school and when the task of preparing copies
presents itself as unduly burdensome or interferes with the
normal duties and operations of personnel.
7. Students may obtain copies of education records, other
than a transcript, by paying upon delivery a charge of $.50
a page. Copies of transcripts may be secured with payment
of any applicable fee. The university reserves the right to
decline to furnish a copy of a transcript from another
educational institution which is a part of a student's
education record unless the student demonstrates that it is
otherwise unavailable. All copies of transcripts furnished
a student shall bear a conspicuous legend indicating that
the copy has been delivered directly to the student.
8. Education records are maintained on each student by the
registrar of the school in which the student is or has been
enrolled. (School of Health Services academic records are
in the Medical Archives of the Johns Hopkins Medical
Institutions.) Education records on students also may be
maintained by departments within the school as well as in
the offices of the appropriate departments. A complete
listing of the departments within the school, the location
of each department and the location of each dean is in the
university's telephone directory and on the University
website. Following is a listing of other education records
maintained by the university and their locations.
Zanvyl Krieger School of Arts and Sciences/Whiting School
of Engineering Homewood Student Accounts, 31 Garland Hall;
Student Financial Services, 146 Garland Hall; Student
Health and Wellness, Alumni Memorial Residences II; Full-
time Arts and Sciences students academic records, 322
Garland Hall; Full-time Engineering students academic
records, 126 New Engineering Building; Advanced Academic
Programs in Arts and Sciences students academic records,
1717 Mass Ave, Suite 101, Washington, D.C., 20036; Part-
time Programs in Engineering and Applied Science students
records, Dorsey Center, 6810 Deerpath Road, Suite 200,
Elkridge, MD, 21075; Academic records of both schools,
Homewood Registrar's Office, 75 Garland Hall, 3400 N.
Charles Street, Baltimore, MD, 21218.
Carey Business School and School of Education
student account records from summer 1998 to the present,
6740 Alexander Bell Drive, Suite 110, Columbia, MD 21046;
student account records for dates prior to summer 1998,
Room 4, Shriver Hall, Homewood campus; financial aid,
student loan and academic records are located in
the offices of Financial Aid and Records and Registration,
6740 Alexander Bell Drive, Suite 110, Columbia, MD 21046. Carey Business School financial aid, student loan and academic records are located in the offices of Financial Aid and Records and Registration, 100 International Drive, Baltimore, MD 21202.
Bloomberg School of Public Health Student Accounts Office,
Suite W1101, Business Office; health records, University
Health Service (UHS), 136 Carnegie; Johns Hopkins Hospital;
student loan records, Suite B200, Johns Hopkins at Eastern,
academic records and financial aid records, Suite E1002,
Student Affairs.
School of Medicine Academic Records, Suite 147, Miller Research Building; Student Account Records, Office of Financial Affairs/Business Office, Suite 131, Miller Research Building; Financial Aid Records, Suite 427, Reed Hall; Health Records, University Health Service, 401 N. Caroline Street; Student Loan Records, Suite B200, Johns Hopkins at Eastern.
School of Nursing Student account records, Room 336, 525 N.
Wolfe St.; Student Financial Services, Room 127, 525 N.
Wolfe St.; admissions records, Office of Admissions and
Student Services, Room 113, 525 N. Wolfe St.; academic
records, Office of the Registrar, Room 127, 525 N. Wolfe
St.; health records, Alumni Memorial Residence, Homewood
campus.
SAIS Student account records, Room N310, Business Office;
financial aid records, Room N314, Financial Aid Office;
placement records, Room N212, Career Services; student loan
records, Room N314, Financial Aid Office.
Peabody Student account records, Business Office, ground
floor, Leakin Hall; financial aid records, ground floor,
Leakin Hall; placement records, 105 Conservatory; health
records, Peabody Student Health Services at Maryland
General Health Care, 1501 W. Mt. Royal Ave. (active files)
and JHU Student Health Clinic at Homewood (archived files
for students enrolled prior to July 1, 1994); student loan
records, Suite B200, Johns Hopkins at Eastern, and ground
floor, Leakin Hall; academic records, Office of the
Registrar, Room 233, New Building.
9. It is the policy of the university to refrain from
disclosing personally identifiable information from the
education records of a student without the prior written
consent of the student, except that:
a) The university reserves the right to disclose
personally identifiable information without the prior
consent of the student to university and school
officials, including teachers, who in the opinion of
the university are determined to have legitimate
educational interests.
i) The term "university and school officials"
refers to administrators, staff members of the
university, third party contractors,
specifically, the National Student Clearinghouse
and school(s) in which the student is or has been
enrolled.
ii) The term "legitimate education interest"
refers to, for example, any action or interest
affecting the academic and administrative
situation of a student who is the subject of the
education record and any action or interest
relating to the planning, execution and
evaluation of academic and administrative
programs of the university and organizations and
institutions with which the university is
affiliated or which are utilized by the
university.
b) The university may disclose as directory
information the following categories of personally
identifiable information:
i) The name of a student who is in attendance or
who has been in attendance
ii) The local, home and e-mail addresses of a
present or former student
iii) The telephone number of a present or former
student
iv) The date and place of birth of a present or
former student
v) Names of parents and spouse
vi) The major field of study of a present or
former student
vii) Participation of a student or former student
in officially recognized activities and sports
viii) Dates of attendance
ix) Degrees and awards received and pertinent
dates
x) Honors
xi) Photograph
xii) Classification and level of study
A student may refuse to permit the designation as
directory information of any or all of the categories
of personally identifiable information with respect to
that student by delivering a written request to the
registrar within the first two weeks of the fall,
spring, or summer terms or anytime thereafter.
c) The university may disclose personally identifiable
information without the prior consent of the student
to officials of another school or school system in
which the student seeks or intends to enroll.
d) The university may disclose personally identifiable
information without the prior consent of the student
to authorized representatives of
i) The U.S. comptroller general
ii) The secretary of the U.S. Department of
Education
iii) The attorney general of the United States
iv) State and local educational authorities
v) Third party contractors, specifically, the
National Student Clearinghouse
e) To the extent permitted by law, the university may
disclose personally identifiable information without
the prior consent of the student in connection with
financial aid for which a student has applied or which
a student has received.
f) The university may disclose personally identifiable
information without the prior consent of the student
to state or local officials or authorities to whom
information may be specifically required to be
reported or disclosed pursuant to state statute
adopted prior to Nov. 19, 1974.
g) To the extent permitted by law, the university may
disclose personally identifiable information without
the prior consent of the student to organizations
conducting studies for, or on behalf of, educational
agencies or institutions for the purpose of
developing, validating or administering predictive
tests, administering student aid programs and
improving instruction.
h) The university may disclose personally identifiable
information without the prior consent of the student
to accrediting organizations in order to enable them
to carry out their accrediting functions.
i) The university may disclose personally identifiable
information without the prior consent of the student
to parents of a dependent student, as defined in
section 152 of the Internal Revenue Code of 1986.
j) The university may disclose personally identifiable
information without the prior consent of the student
to comply with a judicial order or lawfully issued
subpoena; however, the university will make a
reasonable effort to notify the student of the order
or subpoena in advance of the compliance therewith.
k) The university may disclose personally identifiable
information without the prior consent of the student
in a health or safety emergency, subject to the
conditions set forth in applicable law and
regulations.
l) The university may disclose to the parent of a
student under the age of 21 the student's violation of
any federal, state or local law, or of any rule or
policy of the university governing the use or
possession of alcohol or a controlled substance, where
the university determines that the student has
committed a disciplinary violation.
m) The university may disclose:
i) to the victim of an alleged perpetrator of a
crime of violence or a nonforcible sex offense,
the final results of the disciplinary proceeding
conducted by the university with respect to that
crime or offense;
ii) the final results of a disciplinary
proceeding, where the university determines as a
result of that disciplinary proceeding that a
student alleged to be a perpetrator of a crime of
violence or a nonforcible sex offense has
committed a violation of university rules or
policies with respect to the allegation made
against him or her.
For purpose of paragraph 9 (m) (i) and (ii): 1) The
term "crime of violence" means arson, assault
offenses, burglary, criminal homicide,
destruction/damage/vandalism of property,
kidnapping/abduction, robbery and forcible sex
offenses, as those terms are defined in 29 CFR
99.39; 2) The term "non-forcible sex offense" means
statutory rape or incest; and 3) the term "final
results" means a decision or determination made by any
entity or individual authorized to resolve
disciplinary matters. Disclosure of final results may
include name of the student who is the alleged
perpetrator, any violation committed and any sanction
imposed (including description of disciplinary action,
date imposed and the sanction's duration).
10. The university will maintain a record of disclosures of
personally identifiable information from the education
records of a student, as required by law, and will permit a
student to inspect that record.
11. The university will provide a student who believes that
information contained in his or her education records is
inaccurate or misleading or violates his or her privacy or
other rights with an opportunity to seek the correction of
the education records.
a) A student may seek to amend an education record by
submitting a written request to the registrar
explaining the basis for the request. A student whose
request is denied may request a hearing before the
registrar.
b) The dean's designate will hold a hearing within 14
days of the receipt of a written notice of the
hearing's time and place. The hearing will be closed
to all except the university's representative(s),
student, his or her representative or attorney, and
witnesses. The student will be afforded a full
opportunity to present evidence relevant to the issue
of whether information contained in his or her
education records is inaccurate, misleading or
violates his or her privacy or other rights.
c) The student will be informed in writing of the
university's decision.
d) If, as a result of the hearing, the dean's
designate decides that the information is not
inaccurate, misleading or otherwise in violation of
the privacy or other rights of the student, the
student may place in the education record a statement
commenting upon the information in the education
records and/or setting forth any reason for
disagreeing with the university's decision.
April 18, 2006
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© 2009 The Johns Hopkins University.
Baltimore, Maryland. All rights reserved.
Last updated 01April09 by dgips@jhu.edu
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