Institutional Federal Compliance Report 2021

d) The chairperson at eachmeeting where student records arediscussedmust informall present about themaintenanceofconfidentialityofallstudent recordsandoftheproceedingsofthat meeting. 4) Availabilityfor faculty,professional staffandoutsideuse. a) Student gradesmayonlybemade available to individuals and/or agencies conducting bona fide educational research. b) Proposals for educational research involving theuse of student grades or test scoresmust include: i) astatementoftheobjectiveofthestudy, ii) thequalificationsoftheindividual orgroupconductingthestudy, iii) adescriptionofthemethodologytobeemployed, iv) asignedstatementassuringconfidentialityofalldata, v) assurancethatdatawill onlybereportedasgroupdataor ifpublishedasindividual data, there will benopossiblewayof identifyingthe individual, vi) allstudent datasuppliedmustbereturnedattheconclusionoftheproject. a) Any studentmay inspect andreviewhis/her education recordsuponwritten request to the registrar. Theregistrarwillcomplyassoonaspossible;underthelawthismustbedonewithin 45daysafter the request. b) Thestudent has theright to reviewand inspect all thedocuments inhis/her folder except: i) confidentialevaluationsandlettersofrecommendationfiledbeforeJanuary1,1975; ii) evaluationsandrecommendations after that date if the student haswaivedhis/her right tosee them; iii) financial recordsandstatementsofhis/herparents; iv) thosedocuments classifiedbythe lawasnon-educational. c) If, after inspectingandreviewinghis/her records, thestudenthasanyquestionsabout them, he/she mayrequest an oralorwrittenexplanationandinterpretationofthem. d) The student may also secure a copy of everydocument in his/her folder open to him/her. These will bemadebytheCollegeunderthesameterms,conditionsandchargesasforacopyofa transcript, 2) i.e.$5for eachdocument. Ifanoriginal or sourcedocumentexistselsewhere(e.g.recordsofother schools), copieswill not be sent toa thirdparty. 3) Transcripts: a) Students can viewtheir termreports at theend of each termandwhenever agrade change is made via the my.sunyopt.edu student portal. b) Studentswithnooutstandingfinancialobligationareentitled,uponrequest,toonefree official transcript after graduation. c) Studentsmustpaythecurrent transcript feeforeachtranscript ordered. d) All requests for official transcriptsmustbemade inwriting onaTranscript Request Form, available in theOfficeofStudentAffairsor thestudent portal. Transcriptswill notbesent untilthefeeispaid. e) Officialtranscriptswillbemailedfromtheregistrar.Underspecialcircumstances,anofficial transcript will begiventothe student inasealedenvelope stampedby theOfficeof theRegistrar. Availability of Records to Students 1) Inspection and Review of Records

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