Understanding Student Directory Information at CMU and FERPA Rights
Navigating university policies regarding student information can be complex. This article aims to clarify how Central Methodist University (CMU) and Carnegie Mellon University (Carnegie Mellon) handle student directory information, focusing on student rights under the Family Educational Rights and Privacy Act (FERPA). This includes understanding what information is considered directory information, how students can control its release, and the processes for accessing and amending educational records.
The Family Educational Rights and Privacy Act (FERPA)
The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law that grants students specific rights regarding their education records. Both CMU and Carnegie Mellon are subject to FERPA regulations. These rights include:
- The right to inspect and review the student's education records.
- The right to request the amendment of the student's education records that the student believes are inaccurate, misleading, or otherwise in violation of the student's privacy rights.
- The right to have some control over the disclosure of their education records.
Accessing and Reviewing Education Records
CMU Procedures
At CMU, a student has the right to examine their educational records within 30 days of the university receiving a written request for review. The student must submit the request in writing to the Dean's Office, specifying which record they wish to examine. A representative from the Dean's Office will then notify the student of a meeting place and time for inspection.
Carnegie Mellon Procedures
At Carnegie Mellon, students can access their education records, which include biographic and demographic data, application materials, course schedules, grades, and work-study records. To do so, students must contact the custodian of the specific education record they wish to inspect. The custodian will arrange a mutually convenient time for inspection, ideally within 45 days of the request.
Amending Education Records
CMU Procedures
If a student believes that their education records at CMU are inaccurate, misleading, or otherwise in violation of their privacy rights, they can request an amendment. This request must be submitted in writing to the Dean's Office, specifying the part of the record that should be changed and the reasons for the change. A representative from the Dean's Office will notify the student of the decision within 30 days of receiving the request.
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If the university decides not to amend the record, the student has the right to a hearing. If, as a result of the hearing, CMU decides that the information is inaccurate, misleading, or otherwise in violation of the privacy rights of the student, the Dean's Office will amend the record accordingly and inform the student of the amendment in writing.
Carnegie Mellon Procedures
At Carnegie Mellon, students who wish to amend their education records must send a written, signed request to the University Registrar. The request should clearly identify the part of the record they want to change and explain why it is inaccurate or misleading. The university will respond to the request within 45 days.
If Carnegie Mellon denies the request, the student has the right to a hearing. To request a hearing, students must send a written, signed request to the University Registrar. At the hearing, the student can bring others, including an attorney, to assist or represent them.
Directory Information: What It Is and How to Control It
Both CMU and Carnegie Mellon designate certain categories of student information as "Directory Information." This information can be released at the university's discretion unless the student specifically requests that it be withheld.
CMU's Definition of Directory Information
Unless specifically prohibited by the student (via written request to the Office of Student Development within 10 days after registration each semester), CMU may release "Directory Information" at its discretion for news releases and other purposes which it believes serve the student's interest. CMU defines directory information as:
Read also: Student Directory Information
- state of residence;
- age, and date and place of birth;
- major field of study, including the college, department, or program in which the student is enrolled;
- classification as a freshman, sophomore, junior, senior, graduate, specialist or doctoral student;
- enrollment status (full-time, half-time, less than half-time);
- participation in officially recognized activities and sports;
- weight and height of members of athletic teams;
- dates of attendance and graduation, and degrees received;
- the most recent educational institution attended;
- honors and awards received, including selection to the Semester Honors or President's list, honorary organization, or the G.P.A. range for the selection;
- image or likeness of a student if captured during a Central Michigan University-sponsored event, activities, or public events held on any Central Michigan University campus location.
Students have the right to refuse the designation of all categories of personally identifiable information listed above (a. through k.) as Directory Information. Due to the public nature of item L, removal of the image or likeness of the student may not be feasible. Any student wishing to exercise this right must inform the Registrar's Office in writing by September 1 regarding the withholding of all categories of personally identifiable information with respect to that student. This will ensure that their name will not appear in the printed Central Michigan University Directory. Requests after this date will be processed and although it will not impact the printed directory it will remove the student’s information from the online directory. Once a student has requested the withholding of information, "Directory Information" will be withheld until they submit another request in writing to remove it.
Carnegie Mellon's Definition of Directory Information
Carnegie Mellon defines directory information as personally identifiable information of a general nature that may be disclosed without your consent unless you specifically request the university not to do so. Notifying the University Registrar's Office covers only the disclosure of centralized records. Members of individual organizations such as fraternities, sororities, athletics, etc. (User ids cannot be completely suppressed from our electronic systems.
Preventing Release of Directory Information
Students at both CMU and Carnegie Mellon have the right to prevent the release of their directory information. To do so, they must notify the University Registrar's Office in writing. At CMU, this notification must be made by September 1st to ensure that the student's name does not appear in the printed university directory. Requests made after this date will still remove the student's information from the online directory. Once a student has requested the withholding of information, "Directory Information" will be withheld until they submit another request in writing to remove it. At Carnegie Mellon, notifying the University Registrar's Office covers only the disclosure of centralized records.
Other Exceptions to FERPA Regulations
While FERPA generally requires student consent for the release of education records, there are some exceptions. One exception is disclosure to university officials with legitimate educational interests.
Definition of "University Official"
- CMU: A university official is any person in an administrative, supervisory, academic, research, or support staff position. Temporary employees, student workers, and graduate assistants employed by CMU are also considered university officials.
- Carnegie Mellon: "School officials" are Carnegie Mellon employees in administrative, supervisory, academic or support staff positions; Carnegie Mellon trustees; individuals and companies with whom the university has contracted as its agent to provide a service instead of using university employees such as attorneys, auditors, or collection agencies; and individuals assisting school officials in performing their tasks.
Other Permitted Disclosures
Both CMU and Carnegie Mellon may disclose education records without student consent in the following situations:
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- To comply with a judicial order or lawfully issued subpoena.
- To officials of another school in which a student seeks to enroll.
Student Records - Global Campus
A separate university policy, titled “Policies and Procedures Concerning the Custody of Student Educational Records,” explains in detail the procedures to be used by Central Michigan University for compliance with the provisions of the Family Educational Rights and Privacy Act. Copies of the policy are available in the program center office.
In compliance with California’s Reform Act, Central Michigan University’s Camp Pendleton office will maintain records for a minimum period of five years. These records include written records and transcripts used in the admission decision process, financial aid, registration information, final grade lists, and copies of the CMU transcripts.
Additional Information
Name Changes
The University Registrar's Office creates and maintains forms related to name changes, directory information and more. Current students needing to change their names should complete a complete a Change of Name Request form and submit it to The HUB. Carnegie Mellon recognizes that students may wish to use a name other than their given names as recorded on official university documents. Students can designate a preferred first/given name in all university documents except where use of the student's official name is required by university business or legal need.
Official Student Records
Official student records are maintained on the campus in Mount Pleasant, Michigan. Permanent records or transcripts are maintained on all individuals who earn credit at Central Michigan University. These permanent records are maintained by the Registrar of Central Michigan University.
Records of applications and correspondence regarding admission, academic transcripts from other institutions, transfer credit, prior learning, graduation, and other academic issues are maintained on CMU’s main campus. See admissions section for information on inactive and no-show students.
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