TYPES AND LOCATIONS OF EDUCATION RECORDS
University Registrar
Undergraduate, Graduate, and Professional Schools:
Room 202,705 Broad Street
Academic records, Computer files (biographical data, course information)
Medical School, Allied Health
0119 Purple Zone, Basement, Duke South
Academic records
Departments
Departmental Offices; Chairmen, Director of Undergraduate Studies, Director of Graduate Studies
Grade reports, biographical data, results of certain examinations, other advisory information. (Records kept vary with the department.)
Colleges and Schools
Deans' offices of each college and school
Admissions information, progress towards degree information, financial aid information
Student Affairs
Undergraduate: Dean of Students Office, Crowell Building - Student's citizenship record, judicial and disciplinary records; Residence Life and Housing Services, 218-B Alexander Ave. - On-campus housing records
Graduate and Professional Students: See each school for location and type
Assistant Deans
Pre-Law Advisor; 04 Allen
Pre-Buisiness Advisor; 02 Allen
Correspondence, advisor's recommendations, notes of conferences
Pre-Med Advisor; 011 Allen
Letters of evaluation, personal information sheet, transcript, pre-professional recommendations, test scores (if student permits)
Counseling Center
214 Page Building
Biographical data, summaries of conversations with student test results. (Where records are made and used only for treatment purposes, they are not education records and are not subject to this policy.)
Financial Aid
Undergraduate: 2122 Campus Drive
Medical School: 0120 Purple Zone, Basement, Duke South
Graduate and Professionals Schools: 03 Allen Bldg
Financial aid applications, needs analysis statements, awards made (note: students do not have access to parents' confidential statements)
Career Center
109 Page Building
Recommendations, unofficial copies of academic records for undergraduates and some graduate students (note WAIVER section); professional student records in respective professional school career centers
Bursar's Office
American Tobacco Campus, Washington Building, Bay 10
Records of financial payments
Office of Student Loans
2106 Campus Dr.
Promissory notes, copies of correspondence
DukeCard Office
100 West Union Building
Records of Duke Card financial transactions
PROCEDURE TO BE FOLLOWED:
Requests for access specifying the records to be inspected should be made in writing to the University Registrar, Room 202, 705 Broad Street. The University will comply with a request within a reasonable time, at most within 45 days. In the usual case, arrangements will be made for the student to read his or her records in the presence of a staff member. A student may also obtain copies of his or her records by paying reproduction costs of $.15 per page. However, the University will not provide copies of official transcripts from other schools. It is the policy of Duke University to limit disclosure of personally identifiable information from education records without students' prior consent.
DIRECTORY INFORMATION
The following categories of information have been designated directory information:
- Name
- Addresses
- Telephone listing
- Email Addresses
- Place of birth
- Photograph
- Major field of study
- Participation in officially recognized activities and sports
- Weight and height of members of athletic teams
- Dates of attendance
- Degrees and awards received
- Most recent previous educational institution attended
The University will give annual public notice to students of the categories of information
designated as directory information and will allow a reasonable period of time after such notice for
the student to inform the University that the information should not be considered directory
information as to him or her.
Directory information may appear in public documents and may otherwise be disclosed without
student consent unless the student objects as provided above.
PRIOR CONSENT NOT REQUIRED
Prior consent will not be required for disclosure of education records to the following parties:
- School officials of Duke University who have been determined to have legitimate educational interests; school officials include instructional or administrative personnel who are or may be in a position to use the information in furtherance of a legitimate objective; legitimate educational interests include those interests directly related to the academic environment;
- Officials of other schools in which a student seeks or intends to enroll or is enrolled. Upon request, and at his or her expense, the student will be provided with a copy of the records which have been transferred;
- Authorized representative of the Comptroller General of the U. S., the Secretary of H.E.W., the U. S. Commissioner of Education, the Director of the National Institute of Education, the Assistant Secretary of Education, and State educational authorities, but only in connection with the audit or evaluation of federally supported educational program, or in connection with the enforcement of or compliance with federal legal requirements relating to these programs. These officials will protect information received so as not to permit personal identification of students to outsiders, and the data shall be destroyed when no longer needed for the purposes above;
- In connection with a student's application for, or receipt of, financial aid, but only to the extent necessary for such purposes as determining eligibility, amount, conditions, and enforcement of terms or conditions;
- State and local officials to which such information is specifically required to be reported by effective state law adopted prior to November 19, 1974;
- Organizations conducting educational studies for the purpose of developing, validating, or administering predictive tests, administering student aid programs, and improving instruction. The studies shall be conducted so as not to permit personal identification of students to outsiders, and the information will be destroyed when no longer needed for these purposes;
- Accrediting organizations for purposes necessary to carry out their functions;
- Parents of a student who is a dependent for income tax purposes (The University will presume that an undergraduate student is a dependent of his or her parents unless the student gives timely written notification to the Registrar's office that he or she is not a dependent);
- Appropriate parties in connection with an emergency, where knowledge of the information is necessary to protect the health or safety of the student or other individuals;
- In response to a court order or subpoena (The University will make reasonable efforts to notify the student before complying with the court order)
PRIOR CONSENT REQUIRED
In all other cases, the University will not release personally-identifiable information in
education records or allow access to those records without prior consent of the student. Unless
disclosure is to the student himself or herself, the consent must be written, signed and dated, and
must specify the records to be disclosed and the identity of the recipient. A copy of the record
disclosed will be provided to the student upon request and at his or her expense.
RECORD OF DISCLOSURES
The University will maintain with the student's education records a record for each request and
each disclosure, except:
- disclosures to the student himself or herself;
- disclosures pursuant to the written consent of the student;
- disclosures to instructional or administrative officials of Duke University;
- disclosures of directory information
The record of disclosure may be inspected by the student, the official custodian of the records,
and other university and governmental officials.
It is the policy of Duke University to provide students the opportunity to seek correction of
their education records.
REQUEST TO AMEND RECORDS/RIGHT TO A HEARING
A student who believes that information contained in his or her education records is incorrect,
misleading, or violative of privacy or other rights may submit a written request to the University
Registrar, specifying the document(s) being challenged and the basis for the complaint. The request
will be sent to the responsible person at the origin of the record in question. Within a reasonable
period of time of receipt of the request, the University will decide whether to amend the records
in accordance with the request. If the decision is to refuse to amend, the student will be so
notified and will be advised of the right to a hearing.
Conduct of the hearing:
The hearing will be conducted by a University official who does not have a direct interest in
the outcome. The student will have a full and fair opportunity to present evidence relevant to the
issues raised and may be assisted or represented by individuals of his or her choice at his or her
own expense, including an attorney. The University official conducting the hearing will, after
considering all relevant information, make a recommendation to the University Registrar.
Decision:
Within a reasonable period of time after the conclusion of the hearing, the University will
notify the student in writing of its decision. The decision will be based solely upon evidence
presented at the hearing and will include a summary of the evidence and the reasons for the decision.
If the University decides that the information in the student's records is inaccurate, misleading,
or otherwise in violation of the privacy or other rights of students, the University will amend the
records accordingly.
RIGHT TO PLACE AN EXPLANATION IN THE RECORDS
If, as a result of the hearing, the University decides that the information is not inaccurate,
misleading, or otherwise in violation of the student's right, the University will inform the student
of the right to place in his or her record a statement commenting on the information and/or
explaining any reasons for disagreeing with the University's decision. Any such explanation will be
kept as part of the student's record as long as the contested portion of the record is kept and will
be disclosed whenever the contested portion of the record is disclosed.
