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Definitions

For the purposes of this policy, the University of Richmond employs the following definitions of terms:

Student: Any person who attends or has attended the University of Richmond whether physically present on a campus or online and regarding whom the University maintains Education Records.

Education Records: Any record (in handwriting, print, electronic form, tapes, film, or other medium) maintained by the University of Richmond or an agent of the University that is directly related to a student.  The following records are not considered Education Records subject to this policy.

  • Records kept in the sole possession of the maker that are not accessible or revealed to any other person except a temporary substitute for the maker of the record.
  • An employment record of an individual, maintained in the ordinary course of business and used solely in connection with such employment, provided the individual's employment is not contingent on the fact that he or she is a student. If the individual's employment is contingent upon his or her status as a student, then the records are Education Records.
  • Records created and maintained by the University of Richmond Police Department for law enforcement purposes. Records created by the University of Richmond Police Department that are maintained by another component of the University and records created and maintained by the University of Richmond Police Department exclusively for a non-law enforcement purpose, such as a disciplinary action or proceeding conducted by the educational institution, are considered Education Records subject to this policy.
  • Clinical records relating to a student who is 18 years of age or older that are made by a physician, psychiatrist, psychologist or other recognized health care professional or paraprofessional, provided those records are made, maintained or used only in connection with treatment of the student and are disclosed only to individuals providing treatment.
  • Post-attendance records created or received by the University after an individual is no longer a student in attendance and were not directly related to his or her attendance as a student.
  • Grades on peer-graded papers before they are collected and recorded by a professor or instructor.

Parent: A biological or adoptive parent, a guardian or an individual legally authorized to act as a parent in the absence of a parent or guardian.

School Official: The University defines School Officials for FERPA purposes as:

  • A person employed by the University in an administrative, supervisory, academic or research or support staff position, including but not limited to employees of the University Police Department, Student Health Service, or CAPS;
  • A member of the Board of Trustees or a committee of the Board of Trustees;
  • A person, including a student, serving on an institutional governing body, council or committee (such as Honor Councils, Student Government Associations, etc.);
  • A person or entity engaged by or under contract to the University to provide services to or otherwise act on behalf of the University (e.g. an attorney, auditor, consultant);
  • A volunteer providing services to or otherwise acting on behalf of the University;
  • A student conducting University business (e.g. serving on an official committee, working for the University, or assisting another school official in fulfilling his or her professional responsibility); and
  • Any other person determined by the Office of the Provost or Office of the Vice President of Student Development to have a need to know the information in order to perform his or her administrative tasks, to provide a service or benefit for a student, or to fulfilla legitimate educational interest of the University.

Legitimate Educational Interest: A School Official is determined to have Legitimate Educational Interest in personally identifiable information in an Education Record if the School Official requires such information to:

  • Fulfill his or her responsibility or duty to the University;
  • Perform tasks within the scope of his or her employment or within the scope of a contract with the University;
  • Perform a task related to a student's education;
  • Perform a task related to the discipline of a student;
  • Provide a service or benefit relating to the student or student's family, such as health care, counseling, job placement, pastoral counseling, or financial aid; or
  • Maintain the safety and security of the campus.