Family Education Rights and Privacy Act

Bellin College complies with the Family Education Rights and Privacy Act (FERPA). Once enrolled, all students have a right to inspect and review most of their educational records maintained about them by Bellin College under FERPA of 1974 (as amended). Records accumulated prior to enrollment (admission records) are not covered under FERPA. Under most circumstances, no personally identifiable data regarding grades or professional appraisal will be released to a third party without the written consent of the student. Students may challenge information in their records which they believe to be inaccurate, misleading, or inappropriate.

The College implements all provisions of FERPA as amended. For purposes of general records accountability, a file system has been established for all student records under the control and supervision of the Registrar of Bellin College. Exceptions for record release under FERPA include the following:

• Release of directory information. (Please see below for what is considered directory information.)
• Instances when state or federal agencies request information essential to fulfill legal requirements for accreditation.
• Requests from agencies or organizations from which students have received financial aid.
• Requests in accordance with a lawful subpoena or court order.
• Requests from College officials with legitimate educational interests if the need to review an education record is in order to fulfill her/his professional responsibility. (Please see below for the definition of a College official.)

A College official is defined as a person employed by the College in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another College official in performing his or her tasks.

Bellin College has defined the following as directory information:

• Name
• Address (city only)
• E-mail Address
• Cell phone number
• Date of Birth (month and day for internal notification purposes)
• Confidential recommendations to which the student has in her/his records prior to January 1, 1975
• Dates of attendance, year in college, and enrollment status.
• Academic honors
• Previous institutions attended
• Participation in officially recognized activities
• Photograph

Please note: Students wishing to keep confidential some or all of the “directory information” must complete a form available in the Student Services One-Stop Shop. Students must be aware that placing a FERPA “Hold” on all records includes limiting the College’s ability to provide reference requests. Within our student information system, students are able to select the transparency of the specific information visible to other students.

Students can request access to records files, documents, and other materials directly related to them which are maintained by the College by appointment with the Registrar or the Dean of Student Services.

Students may not have access to:

• Personal information of College employees
• Employment records
• Medical, psychiatric, or similar records used solely for treatment purposes and available only to recognized professionals in connection with such treatment, although students would be able to have such records inspected by a doctor or appropriate professional of their choice.
• Financial records of their parents used for financial aid purposes.
• Confidential letters and statements of recommendations placed in their records prior to January 1, 1975. Confidential recommendations to which the student has given prior written waiver of access and which are used for job placement, admissions, or award purposes.
• Records accumulated prior to enrollment (admission records).

Disclosure to Parents

When a student turns 18 years old or enters a postsecondary institution at any age, all rights afforded to parents under FERPA transfer to the student. However, FERPA also provides ways in which schools may share information with parents without the student’s consent. For example:

• Schools may disclose education records to parents if the student is a dependent for income tax purposes.
• Schools may inform parents if a health or safety emergency involves their son or daughter.
• Schools may inform parents if the student who is under age 21 has violated any law or its policy concerning the use or possession of alcohol or a controlled substance.

Please see the FERPA: A Guide for Parents page for more information.

Student and Exchange Visitor Information System

FERPA permits institutions to comply with information requests from the Department of Homeland Security (DHS) and its Immigration and Customs Enforcement Bureau (ICE) in order to comply with the requirements of Student and Exchange Visitor Information System (SEVIS).

Family Educational Rights and Privacy Act – Procedure for Review of Records

Students wishing to review their files will need to follow the procedure below:

• Submit a written request to the Registrar identifying the records they wish to inspect. Although FERPA allows the College to act on the request within 45 days of the day they receive a request for access, Bellin College will usually be able to make arrangements for access within 10 business days. The Registrar will notify the student of the time and place where the records may be inspected.
• Allow a College official (Registrar or Dean of Student Services) to be present when the record is reviewed.
• Sign a required waiver of responsibility of the College for further confidentiality if copies of any information are made and given to the student.
• Pay a $1 per side charge for the copying of any information in the record.

Students have the right to seek deletion or modification of information contained in their education records that they believe is inaccurate or misleading. Academic or clinical grades given in individual units and/or courses are an exception. Students should write the College official responsible for the record. In the communication, clearly identify the part of the record they want changed and specify why it is inaccurate or misleading. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

Permission to Release Financial Aid & Billing Information

Students who would like the financial aid office and/or the Bursar to be able to discuss financial aid and billing information with a 3rd party, such as a parent or spouse, must complete a release form and return it to the financial aid office at Bellin College. Student information will not be shared if a release form is not on file.

You may download the form online and return it to the Financial Aid Office at:
Bellin College 3201 Eaton Road, 106E
Green Bay, WI 54311

For more information about permission to release financial aid and billing information, contact the Financial Aid office at:
Email: financial.aid@bellincollege.edu
Phone: (920) 433-6638
FAX: (920) 433-1922

The student has the right to file a complaint with the U.S. Department of Education concerning alleged failure by Bellin College to comply with the requirements of FERPA.

File a complaint 

The name and address of the office that administers FERPA is:
U.S. Department of Education
Student Privacy Policy Office
400 Maryland Ave, SW
Washington, DC 20202-8520

Please refer to the FERPA Polity section of the Bellin College Guide – Handbook and Catalog for additional information.