Student Records

STUDENT RECORDS AND FERPA POLICY

Annual Notice to Students

This serves as the annual notice of student rights under the Family Educational Rights and Privacy Act (FERPA). Bowdoin complies with FERPA, under which each student has the right to:

inspect and review their education records within 45 days of the day the College receives a request for access;

request an amendment to their education records if the student believes they are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA;

consent to disclosure of personally identifiable information from their education records; except to the extent that FERPA authorizes disclosure without the student’s consent;

file a complaint with the U.S. Department of Education Family Policy Compliance Office if the student believes their rights under FERPA have been violated.

Student Records

FERPA grants a student the right to inspect and review their education records, and the right to request an amendment to those records. An “education record” is a record maintained by the College that is “directly related” to a student. Records may be handwritten, computer, digital, or electronic, or audio.

“Education records” do not include:

records/notes in sole possession of the maker not accessible or revealed to any other person (except a temporary substitute);

medical records;

employment records when employment is not contingent upon being a student, provided the record is used only in relation to the individual's employment

Security reports and other records created and maintained by the Office of Safety and Security for a law enforcement purpose;

information about a person obtained when the person was no longer a student (e.g., alumni records) and does not relate to the person as a student; and

aggregate (statistical) data that contains no personally identifiable information about any student.

FERPA does not apply to records of applicants for admission who are denied acceptance or, if accepted, do not enroll in classes for credit.

For information on the time periods for which the College maintains certain documents (not all of which are necessarily education records under FERPA), see the Registrar’s document retention schedule here.

Inspection of Education Records

Students who wish to review an education record should submit a written request to the appropriate official (e.g., dean, registrar) that identifies the specific record(s) they wish to inspect. The College will provide access to requested records for inspection not more than forty-five (45) days after the request is received. The custodian of the requested records or designee will be present during their inspection. Only when circumstances effectively prevent the student from exercising their right to inspect in person, the College may provide an alternative form of access. Records may not be copied or retained except by express permission of the College.

If the record sought is not maintained by the particular College official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

Where a record contains information about one or more other students which can reasonably be redacted or segregated without destroying the meaning of the record, the College will do so prior to providing an opportunity for inspection. If, however, redaction or segregation cannot be reasonably accomplished, or doing so would destroy the meaning of the record, the student may inspect the entire record.

The College will redact parental financial information, confidential letters of recommendation, if the student has waived their right to inspect such letters, and transcripts which originated from an institution other than Bowdoin.

Disclosure of Education Records

Bowdoin generally will not disclose personally identifiable information from a student’s education records without their signed and dated consent made in writing or electronically; however, the College may make authorized disclosures without consent as specified under the law, including, but not limited to, to a “school official” with a legitimate educational interest in reviewing the record in order to fulfill their professional responsibilities.

The College will not disclose any specific student’s immigration status except in response to a lawfully-issued subpoena or as otherwise required by law.

Under FERPA, Bowdoin may, at the College’s discretion, release personally identifiable information from education records without the student’s prior consent in certain specified circumstances as permitted by law.

Directory Information

Certain additional information known as “directory information” may be released without the student’s prior written consent unless the student requests that such directory information be withheld. Bowdoin defines “Directory Information” as:

the student’s full legal name,

the student’s preferred name,

local/campus mailing address,

local/campus residence,

campus telephone number,

telephone number (as provided by student),

Bowdoin electronic mail address,

the student’s photograph,

student ID number, user ID, or other unique personal identifier used to communicate in electronic systems that cannot be used to access education records without a PIN, password, etc. NOTE: (1) a student's SSN, in whole or in part, cannot be used for this purpose; (2) user IDs cannot be completely suppressed from Bowdoin’s electronic systems. Although it may be possible to suppress the association of an individual’s name with their user ID, doing so may adversely impact the delivery of electronic mail or other electronic services.

class year,

major field(s) of study,

dates of attendance at Bowdoin College,

enrollment status,

date of graduation,

degree(s) awarded,

honors, prizes, fellowships and/or awards received,

date and place of birth,

marital status,

participation in officially recognized activities and sports,

previous education institution most recently attended, and

for students participating in intercollegiate athletics, directory information also includes: height, weight, and sport(s) of participation

Students may “opt out” of disclosure of directory information, please contact the Office of the Registrar at registrar@bowdoin.edu by the beginning of the academic year. A decision to opt out of disclosure of directory information may be rescinded, in writing, by the student at any time.

Students should be aware that opt-out request does not apply to disclosure of their name, ID number, or institutional email address for standard class-related purposes in which the student is enrolled. A student who exercised the right to opt-out of directory information will not appear in any College publications, including Commencement materials. Opt-out is not retroactive.

Upon becoming an alumnus, Bowdoin will continue to honor any valid “opt-out request” made while a student was in attendance, unless the alumnus rescinds the “opt-out request.”

Parent and Guardian Notification Practices

FERPA grants students the right to release information contained in their educational records. Specifically, FERPA entrusts this right to students once they reach the age of eighteen or enroll in a postsecondary institution. Consistent with Bowdoin’s efforts to promote each student’s personal growth and autonomy, and to preserve a climate of trust with the student, in general, the College will not release any information contained within a student’s educational record to a parent or guardian without the student’s written consent.

There are certain exceptions to FERPA's general privacy rule governing the education records of post-secondary students, and Bowdoin takes seriously the decision to exercise any exception. The College considers, among other things, the student’s preference, the student's level of engagement with appropriate campus resources, the health and/or safety of a student, and whether the situation is likely to result in a change to a student’s status. However, when appropriate, and as permitted by FERPA, the College maintains discretion to release certain information without the student’s consent. The College reserves the right to notify a parent or guardian of their student’s status if the circumstances warrant and if it is in the best interest of the student and the College community. Common examples include:

A. Notice of a Student's Academic Standing

In an effort to foster students’ sense of responsibility for their academic endeavors, grades are sent directly to students and are not released to parents or guardians. Students are encouraged to share information regarding their academic progress with their parents, but Bowdoin does not mandate that they do so. Students may choose to grant third-party permission for parents or guardians to view their grades. More information about how to complete the permission is available here.

When a change of status occurs, i.e., when a student is placed on academic probation, academic suspension, or academic dismissal from Bowdoin, the College will typically notify parents or guardians.

B. Notice of a Student's Disciplinary/Conduct Standing

The College expects each student to take responsibility for their actions. Prior to matriculating at Bowdoin, each student reads and signs the Academic Honor Code and Social Code, and agrees to comply with the Code of Community Standards, which serve as a standard and guide for students’ behavior. Signing the pledge indicates a student’s commitment to uphold the principles and rules outlined in the Codes.

In general, the College addresses disciplinary matters directly with the student, and will not notify parents or guardians, although Bowdoin encourages students to engage with their parents and/or guardians regarding conduct. Bowdoin reserves the right to inform the parents or guardians in certain circumstances, including, but not limited to: if the student is accused of violating any Federal, State, or local law, or campus regulation governing the use or possession of alcohol or drugs; when a student is transported to the hospital for intoxication; or when an underage student receives a wellness check due to intoxication.

C. Notice of a Student's Health/Welfare Standing

Information regarding a student’s health and/or psychological welfare is protected by strict policies instituted to ensure the student’s confidentiality. Although students are encouraged to share information regarding their health and/or psychological welfare with their parents, without students’ informed consent (typically in writing), the College cannot share this type of information with their parents or guardian.

Bowdoin recognizes, however, that situations arise in which a student may be unable to give informed consent, and in such cases, such as being transported to the hospital, the parent or guardian of the student may be notified. Whenever possible, the College will allow the individual student time to make direct notification to parent or guardian or explicitly identify a third party to make contact with the parent or guardian. In such instances when a student is being treated by an external healthcare provider, the College expects the external provider to determine the appropriateness of parental notification and undertake such notification when deemed appropriate. Having the external provider directly notify the parents ensures that parents receive the most informed and precise information regarding their student’s well-being.

Likewise, if a student is deemed to present a direct threat of harm to themselves or to the community, the College may notify parents without the consent of the student.

Maine State Law requires a student’s written consent before the College may share health information with a parent where a student is under the age of 18 and has consented to the healthcare themselves (rather than through a parent or guardian). In the event of a pressing personal health or public health emergency, the College may share healthcare information with a parent or guardian.

Health and Counseling Treatment Records

As noted above, FERPA applies to education records, which do not include treatment records that may be generated on campus, including in the Health and Counseling Centers. Students may request to review their own confidential counseling or health records by filing a written authorization with the Director of Counseling Services or Director of Health Services, respectively.

Amendments to Educational Records

A student who wishes to ask the College to amend their education record they believe is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA should write to the College official responsible for the record (e.g. dean, registrar), clearly identifying the part of the record the student wants changed, and specify why it should be changed. The College will reply to the student within a reasonable time after the student’s request. If the College decides not to amend the record as requested, the College will notify the student in writing of the decision and of the student’s right to a hearing regarding the request for amendment.

FERPA Hearing Process

Within 10 days of the date of the College’s decision related to the request for amendment, send a written, signed request for a hearing to the Dean of Students, Bowdoin College, 4600 College Station, Brunswick, ME 04011-8437. The College will schedule a hearing within a reasonable time after receipt of the student’s request, if timely made.

Cases involving disagreements over College records will be heard by the Senior Vice President and Dean for Student Affairs or their designee.

The student may bring one or more persons to the hearing to assist the student, including an attorney, at the student’s expense. If the student’s attorney will be present, the student must notify the College ten (10) calendar days in advance of the hearing so that the College may arrange to have an attorney present, if desired. No one that the student brings with them to assist the student during the hearing may participate in the process or make statements or objections or question any participants at any point during the hearing.

The College will inform the student of its decision, in writing, including a summary of the evidence presented and the reasons for its decision, within a reasonable time after the hearing.

If following the hearing the College decides that the information in the education record is not inaccurate, misleading, or otherwise in violation of the privacy rights of the student, the student will have the right to place a statement in the record commenting on the contested information in the record or stating why they disagree with the College’s decision not to amend the record, or both. Any such statements will be released whenever the portion of the record in question is disclosed.

Department of Education

If the student believes the College has not complied with FERPA, they can file a complaint with the following: Family Policy Compliance Office U. S. Department of Education 400 Maryland Avenue, S.W.Washington, DC 20202