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Confidentiality of Records

The following Green Mountain College policy in regard to student records is established in conjunction with the Family Educational Rights and Privacy Act of 1974 (Buckley Amendment).

I. Records of an Academic Nature
A file folder for each current student is maintained in the Registrar’s Office. This record consists of the student’s application for admission, secondary school transcript, transcripts of course work transferred from other colleges, and standardized test scores. In addition, current information such as grades, academic status, attendance, and Green Mountain College courses are included in the record. These file folders are retained for a period of approximately 10 years after the last date of attendance.

Members of the faculty and administrative officers have access to the above records as needed for he purpose of evaluation of student achievement and determining special needs of individual students for educational counseling.

II. Placement Records
The Career Counseling Office also maintains a file on each student who officially registers for the placement service. The file contains the registration form completed by the student, a completed copy of the student’s resume, and references provided by persons at the request of the student. The Dean of the Faculty has access to the above records for the purpose of evaluation of student achievement as well as for determining special needs of individual students is required for educational staff.

III. Access Rights to Other than Students, Faculty, and Administrative Staff
A. Authorized Federal officers auditing federally-supported education programs and state officials to whom information from student records is required by statute to be disclosed.
B. College officers processing a student’s financial aid application
C. Official accrediting organizations while carrying out their accrediting function.

IV. Procedure for Student Access to His/Her Records
A. Present as well as former students must submit a request in writing to the Registrar for access to their individual records described in Section I. This request with signed acknowledgment of compliance will become part of the student’s record.
B. The Registrar or designated agent will inform the student when the requested records will be available. Forty-five days is the limit established by law. However, every effort will be made to make the records available within a few days of the request.
C. The placement records described in Section II are available to students upon request by appointment. Exception: References will not be exposed to those students who waived their rights legally by signature of the waiver on the reference form.

V. Records Not Accessible to Students
A. Financial records of parents.
B. Confidential material of record before January 1, 1975, if such material is not used for purposes other than for which it was specifically intended.

VI. Students Right to Waiver of Access
The student may waive his/her right of access to confidential academic statements (i.e., recommendations) by signing the appropriate waiver form. The waiver shall be valid only if:
A. Upon the student request, the names of all persons making confidential recommendations must be provided.
B. Such recommendations or statements are used only for the purpose for which they were specifically intended. The College may not demand such a waiver as a condition of admission, award of financial aid, or the receipt of any other services and/or benefits.

VII. Challenges to the Content of Educational Records
A hearing may be requested by students to challenge the content of educational records, in order to ensure that the records are not inaccurate, misleading, or otherwise in violation of the privacy or other rights of students, and to provide an opportunity for the correction or deletion of any such inaccurate or misleading or otherwise inappropriate data contained therein and to insert in such records a written explanation of the student in regard to the content of such records. Such hearings would be conducted by the Provost on the content of educational records and by the Dean of Student Life on placement records.

VIII. Directory Information
A. Information including student’s name, address, telephone number, date and place of birth, major field(s) of study, participation in officially recognized activities and sports, weight and height of athletic team members, dates of attendance, degrees and awards received, most recent educational institution attended, and other similar information is classified as directory information at Green Mountain College and may be released to the public for specific purposes at the discretion of the College.
B. To prevent disclosure of any or all categories of directory information, the student must submit in writing a Request to Prevent Disclosure of Directory Information. A new form for nondisclosure must be completed for each academic year.

NOTE: The above guidelines are related to the Family educational Rights and Privacy Act of 1974. The complete document is available for use by all at the Griswold Library.

Two transcripts will be issued free of charge and upon request to matriculated students. Additional transcripts are $5.00 each. Requests for such transcripts must be made in writing to the Registrar and be signed by the student. Verbal requests cannot be accepted. No transcripts will be issued if the student has any outstanding financial obligations to the College.

Nondiscrimination Policy
Green Mountain College does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, age, disability, or veteran’s status in its recruitment, admissions, or employment activities.

Campus Computing Policy and Code of Ethics
In return for completing an annual registration form and signing the Computing Policy and Code of Ethics each user of the campus network is accorded the privilege of a fair share of computing resources, including a personal network folder, a GMC e-mail account, and a reasonable portion of shared Internet bandwidth.

Use of computing resources is a privilege, not a right, and is granted with restrictions and responsibilities for their use. Misuse of College computer resources and violations of this Computing Code will result in revocation of this privilege. Every user of Green Mountain College’s computing facilities has the fundamental right to network privacy. Each user code and associated password belongs to an individual. All use must be in accordance with the policies set forth in this document, and more explicitly with the policies found on the Information Technology website: Network login and password information is confidential and is never to be shared.

Electronically stored files are presumed to be private and confidential unless the owner has explicitly made them available to the public. Use of the network or electronic mail facilities for transmitting anonymous, rude, abusive, harassing, or malicious messages is unethical and will result in suspension of network access.

While GMC’s computing systems and network are vigorous and safe, they are not invulnerable to deliberate abuse. Knowledge of a special password or any weaknesses in the established security systems must not be used to deliberately degrade or impair GMC’s computing systems, its network, its personal computers, nor deprive other users of any GMC computing resources.

When necessary for the maintenance of a system or network, GMC Computer personnel may restrict availability of shared resources. It may also be necessary to enter a user’s files to investigate and correct reported problems.

Use of resources associated with College computer accounts for direct financial gain, for instance selling or commercial consulting, is unethical and not permitted.

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