Policy on Confidentiality
of Student Records
Policy Status: Active
Subject Matter Expert: Diana Albiston, Director of Human Resources
Policy Steward: Evan Erdberg, President / CEO
Proximity Learning, Inc. (“PLI”) collects and retains data and information about students for designated periods of time for the express purpose of facilitating the student’s educational development. PLI recognizes the privacy rights of individuals in exerting control over what information about themselves may be disclosed and, at the same time, attempts to balance that right with the institution’s need for information relevant to the fulfillment of its educational missions. PLI further recognizes its obligation to inform the student of his/her rights under the Family Educational Rights and Privacy Act of 1974 (FERPA); to inform the student of the existence and location of records as well as to define the purposes for which such information is obtained; to provide security for such material; to permit student access to, disclosure of, and challenge to this information as herein described; and to discontinue such information when compelling reasons for its retention no longer exist.
PLI officials are PLI employees with general or specific responsibility for promoting the educational objectives of PLI or third parties under contract with PLI to provide professional, business and similar administrative services related to PLI’s educational mission. Individuals whose responsibilities place them within this category include teachers; faculty advisers; directors, and other administrative officials responsible for some part of the academic enterprise or one of the supporting activities; and persons or entities under contract to PLI to provide a specific task or service related to the PLI’s educational mission. Access by these officials is restricted where practical, and only to that portion of the student record necessary for the discharge of assigned duties.
"Legitimate educational interests" are defined as interests that are essential to the general process of education prescribed by the body of policy adopted by the governing board. Legitimate educational interests would include teaching, research, public service, and such directly supportive activities as academic advising, general counseling, therapeutic counseling, discipline, vocational counseling and job placement, financial assistance and advisement, medical services, safety, academic programs, and academic assistance activities. Records originating at another institution will be subject to these policies.
Student educational records do not include records of instructional, supervisory, and administrative personnel and ancillary educational personnel that are in the sole possession of the maker and that are not accessible or revealed to any other person except a substitute.
Other exclusions include:
- Notes of a teacher/staff member concerning a student and intended for the teacher’s/staff member's own use are not subject to inspection, disclosure, and challenge.
- Records created and maintained by the Police Services Records Division for law enforcement purposes.
- Records relating to an individual who is employed by an educational agency or institution not as a result of his/her status as a student that:
- Are made and maintained in the normal course of business;
- Relate exclusively to the individual in that individual's capacity as an employee; and
- Are not available for use for any other purpose.
2. Address (local, permanent, and electronic mail)
3. Telephone number
4. Class level (semester classification or level: freshman, sophomore, etc.)
5. Student activities including athletics
6. Weight/height (athletic teams)
7. Dates of attendance
8. Enrollment status (full-time, part-time, or not enrolled)
9. Date of graduation
10. Most recent educational institution attended
The student is entitled to request that these directory items not be made publicly available. Such a request must be made in writing to PLI. The block will remain in effect until it is rescinded by the student in written instructions filed with PLI.