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Following the recommendations of the American Association of Collegiate Registrars and Admissions Officers' (AACRAO) guide for the retention of records, the Registrar's Office retains the following documents in a student's permanent academic record: academic appeals, competency assessments, change of grades, degree plan, disclosure of information forms (until terminated), final academic transcript, grades, graduation audit, narrative evaluations, registration appeals, and transcript evaluations.
The following is a list of various records maintained on each student and where they are housed. Original documents submitted to the University become a permanent part of a file and will not be returned to the student or sent elsewhere. The University adheres to the privacy of student records as required by the Family Educational Rights & Privacy Act (FERPA).
Academic Records. The official transcript
and grade sheets are maintained in the Registrar's Office
by the Registrar.
Admissions Records. Records are transferred
from the Admissions Office to the Registrar's Office when
the admission process is complete. Completed records are maintained
in the Registrar's Office by the Registrar.
Advising Records. Advising records
are maintained by the student's assigned advisor in the advisor's
Discipline Records. Discipline records
are maintained in the Office of Student Affairs.
Financial Aid and Placement Records.
Financial aid and placement records are maintained in the
Financial Aid Office by the Director of Financial Aid.
Access to Student Records
Each year this institution gives notice of
the various rights accorded to students pursuant to the Family
Educational Rights and Privacy Act (FERPA). You are hereby
notified of the following:
- The right to inspect and review the student's
education records within 45 days of the day the University
receives a request for access.
Students should submit written requests that specifically
identify the record(s) they wish to inspect to the Office
of the Registrar. The Registrar's Office will make arrangements
for access and notify the student of the time and place
where the records may be inspected.
- The right to request the amendment of the
student's education records that the student believes are
inaccurate or misleading.
Students may ask the University to amend a record that they
believe is inaccurate or misleading. They should notify
the Registrar's Office of this request, clearly identifying
the part of the record which they are requesting to be changed
and specifying why it is inaccurate or misleading. If the
University determines that the record will not be amended
as requested by the student, the University will notify
the student of that decision and advise the student of his
or her right to a hearing regarding the request for amendment.
Additional information regarding the hearing procedures
will be provided to the student when notified of the right
to a hearing.
- The right to consent to disclosures of
personally identifiable information contained in the student's
education records, except to the extent that FERPA authorizes
disclosure without consent.
One such exception which permits disclosure without consent
is disclosure to school officials with legitimate educational
interests. A school official is a person employed by the
University in an administrative, supervisory, academic or
research, or support staff position (including law enforcement
unit personnel and health staff); a person or company with
whom the University has contracted (such as an auditor,
attorney or collection agent); a member of the Board of
Trustees; or a student serving on an official University
committee or assisting another school official in performing
his or her tasks. A school official has a legitimate educational
interest if the official needs to review an education record
in order to fulfill his or her professional responsibilities.
Upon request, the University also discloses education records
without consent to school officials of another institution
in which a student seeks or intends to enroll, or where the student is already enrolled so long as the disclosure is for purposes related to the student's enrollment or transfer.
Another exception which permits disclosure without consent
is for the disclosure of a student's directory information.
"Directory information" is defined as a student's:
(c) telephone number;
(d) e-mail address;
(e) date and place of birth;
(f) major field of study;
(g) enrollment status (full-time, part-time, undergraduate,
(h) participation in officially recognized activities and
(i) weight and height (if an athletic team member);
(j) dates of attendance;
(k) degrees, honors, and awards received;
(l) most recent previous educational agency or institution
(m) photographic, video or electronic images that are taken
and/or maintained by the University; and
(n) other similar information
A student may request that directory information, in part
or in whole, be withheld from disclosure by providing a
specific written request to the Office of the Registrar
on or before the last day of late registration each term.
Such a request is valid until revoked in writing by the
student. If no request is filed with the Registrar's Office,
the University may release directory information to the
general public upon inquiry.
- The right to file a complaint with the
U.S. Department of Education concerning alleged failures
by Dallas Baptist University to comply with the requirements
of FERPA. The name and address of the office that administers
Family Policy Compliance Office
U.S. Department of Education
600 Independence Avenue, SW
Washington, D.C. 20202-4605
to FERPA, an institution of higher education may disclose
to a parent or legal guardian of a student information regarding
any violation of any federal, state, or local law, or any
rule or policy of the institution, governing the use or possession
of alcohol or a controlled substance regardless of whether
that information is contained in the student's education records
if, (a) the student is under the age of 21; and (b) the institution
determines that the student has committed a disciplinary violation
with respect to such use or possession.
of Name or Address
A student who, after registration, changes a local or home
address, or a student who marries (documentation required)
after enrollment at Dallas Baptist University, is expected
to notify the Registrar of this change immediately. Any communication
from the University which is mailed to the name and address
on record in the Registrar's Office is considered to have
been properly delivered, and the student is responsible for
the information contained therein.
Current and former students of Dallas Baptist University may
request a change of name on their student records, including
but not limited to academic transcripts, with appropriate
documentation. Current and former students who request a change
of name on their records must provide to the Registrar's Office,
in person, the original legal document which verifies the
change of name requested. These original legal documents would
include a valid marriage license issued by a county or city
clerk, a divorce decree from a court of law and/or a change
of name decree from a court of law. A copy of this original
document will be made by the Registrar's Office and retained
in the student's file. A current or former student can also change their name by providing two government issued forms of identification with the new name.
those current and former students who are unable to produce
an original legal document to the Registrar's Office in person,
a legally certified copy of the original document verifying
the change of name may be mailed to the Registrar's Office.
The certified copy will be retained by the Registrar's Office
in the student's file.
A request that a student report to an administrative office
or faculty office may be made in person, by email, by mail,
or by telephone. Failure to comply with such a request immediately
may result in disciplinary action.
to the entire student body are considered properly delivered
when they are sent to the student's DBU email account, placed
on official campus bulletin boards, in the campus newsletter,
in the student's campus mailbox, or sent to the student's
address on record in the Registrar's Office. Each student
is responsible for checking their DBU email account, bulletin
boards, mailboxes, and the newsletter regularly, and giving
proper heed to such communications.
Transcript of Credits
The transcript of college credits is an official copy of the
student's permanent record, bearing the school seal and the
signature of the Registrar. Copies of the student's transcript
are available on the student's written request from the Registrar's
Office. Transcripts are $5.00 each. Payments are made in advance
to the Cashier's Office.
A student should allow a minimum period
of two working days for delivery of the transcript after the
request has been submitted either in person or in written
form. A minimum period of three weeks should be allowed for
the receipt of the transcript at the close of the semester
for which grades are being requested.
Transcripts will not
be released if the student owes money to the University except
as occasionally required by law. This policy includes, but
is not limited to, the Cashier's Office, the bookstore, athletic
department, or any other department or agency considered a
part of the University. Transcripts will also not be released
until the student is clear with the Financial Aid Office.
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