Family Educational Rights and Privacy Act
For the purposes of this policy, Naropa University has used the following definitions
Student — Any person who attends or has attended Naropa University
Education Records — Any record (in handwriting, print, tapes, film or other medium) maintained by Naropa
University, or an agent of the University, which is directly related to a student,
- A personal record kept by a staff member if it is kept in the sole possession of the
maker of the record and is not accessible or revealed to any other persons except
a temporary substitute for the maker of the record.
- Records created and maintained by Naropa University Facilities Department for law
- An employment record of an individual whose employment is not contingent on the fact
that he or she is a student, provided the record is used only in relation to the individual's
- Records made or maintained by a physician, psychiatrist, psychologist, or other recognized
professional or paraprofessional if the records are used only for treatment of a student
and made available only to those persons providing the treatment.
- Alumni records which contain information about a student after he or she is no longer
in attendance at the University and which do not relate to the person as a student.
Students will be notified of their FERPA rights annually by publication in the student
Procedure to Inspect Education Records
Students may inspect and review their education records upon request to the appropriate
Students should submit to the record custodian or an appropriate University staff
person a written request which identifies as precisely as possible the record or records
he or she wishes to inspect.
The record custodian or an appropriate University staff person will make the needed
arrangements for access as promptly as possible and notify the student of the time
and place where the records may be inspected. Access must be given in 45 days or less
from the receipt of the request.
When a record contains information about more than one student, the student may inspect
and review only the records which relate to him.
Right of the University to Refuse Access
Naropa University reserves the right to refuse to permit a student to inspect the
- The financial statement of the student's parents.
- Letters and statements of recommendation for which the student has waived his or her
right of access, or which were placed in file before January 1, 1975.
- Records connected with an application to attend Naropa University if that application
- Those records which are excluded from the FERPA definition of education records.
Refusal to Provide Copies
Naropa University reserves the right to deny transcripts or copies of records not
required to be made available by FERPA in any of the following situations:
- The student lives within commuting distance of Naropa University.
- The student has an unpaid financial obligation to the University.
- There is an unresolved disciplinary action against the student.
Fees for Copies of Records
The fee for copies will be $1.00 per page with a maximum of $30.00
Types, Locations, and Custodians of Education Records
|Cumulative Academic Records
(Current Students and one semester after
graduation or withdrawal)
|Cumulative Academic Records
(Former students; over one semester after
graduation or withdrawal)
|Academic Progress Records
||Office of Advising
||Student Affairs Office
||Dean of Students
(Student education records not included in the types or listed above such as minutes
of faculty committee meetings, copies of correspondence in offices not listed, etc.)
|The appropriate official will collect such records, direct the student to their location,
or otherwise make them available for inspection and review
||The University staff person who maintains such occasional systems records
Disclosure of Education Records
Naropa University will disclose information from a student's education records only
with the written consent of the student, except:
- To school officials who have a legitimate education interest in the records.
A school official is:
The following criteria outline the circumstances under which a school official’s request
for student information is a legitimate education interest:
- A person employed by Naropa University in an administrative, supervisory, academic
or research, or support staff position.
- A person elected to the Board of Trustees.
- A person employed by or under contract to the University to perform a special task,
such as the attorney or auditor.
- The official must seek the information within the context of the responsibilities
that he or she has been assigned;
- The information sought must be used within the context of official University business
and not for purposes extraneous to the official’s area of responsibility or to the
- The information request must be relevant and necessary to the accomplishment of some
task or to making some determination within the scope of University employment;
- To officials of another school, upon request, in which a student seeks or intends
to enroll. Naropa University will forward records upon request without notifying the
student of the transfer of records.
- To certain officials of the U.S. Department of Education, the Comptroller General,
and state and local educational authorities, in connection with certain state or federally
supported education programs.
- In connection with a student's request for or receipt of financial aid as necessary
to determine the eligibility, amount, or conditions of the financial aid, or to enforce
the terms and conditions of the aid.
- If required by a state law requiring disclosure that was adopted before November 19,
- To organizations conducting certain studies for or on behalf of the University.
- To accrediting organizations to carry out their functions.
- To parents of an eligible student who claim the student as a dependent for income
- To comply with a judicial order or a lawfully issued subpoena.
- To appropriate parties in a health or safety emergency.
- Directory information so designated by the University.
- The results of any disciplinary proceeding conducted by the University against an
alleged perpetrator of a crime of violence to the alleged victim of that crime.
Record of Requests for Disclosure
Naropa University will maintain a record of all requests for and/or disclosure of
information from a student's education records. The record will indicate the name
of the party making the request, any additional party to whom it may be re-disclosed,
and the legitimate interest the party had in requesting or obtaining the information.
The record may be reviewed by the parents or eligible student.
Naropa University designates the following items as Directory Information: student
name, address, student email, telephone number, photograph, date and place of birth,
major field of study, dates of attendance, degrees and awards received, and most recent
previous school attended. The University may disclose any of those items without prior
written consent, unless notified in writing to the contrary.
Correction of Education Records
Students have the right to ask, within one year of completing the course in question,
to have records corrected that they believe are inaccurate, misleading, or in violation
of their privacy rights. Student records are destroyed in compliance with Naropa’s
record retention plan after five years of non-attendance. Following are the procedures
for the correction of records:
- A student must ask the Registrar of Naropa University to amend a record. In so doing,
the student should identify the part of the record the student wants changed and specify
why the student believes it is inaccurate, misleading, or in violation of his or her
privacy or other rights.
- Naropa University may comply with the request or it may decide not to comply. If it
decides not to comply, the University will notify the student of the decision and
advise the student of his or her right to a hearing to challenge the information believed
to be inaccurate, misleading, or in violation of the student's rights.
- Upon request, Naropa University will arrange for a hearing, and notify the student,
reasonably in advance, of the date, place, and time of the hearing.
- The hearing will be conducted by a hearing officer who is a disinterested party; however,
the hearing officer may be an official of the University. The student shall be afforded
a full and fair opportunity to present evidence relevant to the issues raised in the
original request to amend the student's education records. The student may be assisted
by one or more individuals, including an attorney.
- Naropa University will prepare a written decision based solely on the evidence presented
at the hearing. The decision will include a summary of the evidence presented and
the reasons for the decision.
- If Naropa University decides that the challenged information is not inaccurate, misleading,
or in violation of the student's right of privacy, it will notify the student that
the student has a right to place in the record a statement commenting on the challenged
information and/or a statement setting forth reasons for disagreeing with the decision.
- The statement will be maintained as part of the student's education records as long
as the contested portion is maintained. If Naropa University discloses the contested
portion of the record, it must also disclose the statement.
- If Naropa University decides that the information is inaccurate, misleading, or in
violation of the student's right of privacy, it will amend the record and notify the
student, in writing, that the record has been amended.
(found under the Student tab in MyNaropa)
Request for Non-release of Student Directory Information — Use this to request that Naropa University not release any of your information,
including restrictions on verification of your degree.
Student Waiver of FERPA Rights — Use this form to grant permission for another person to view your records.