Records Policy

Wilmington College discloses information in accordance with the provisions of the Family Educational Rights and Privacy Act of 1974, as articulated in the regulations published in the Federal Register, June 17, 1976. Information in student records is privileged information and is not to be disclosed without prior written consent of the student. These regulations also give the student the legal right to have inaccuracies in the records corrected. The student has the right to a hearing in the event of a disagreement as to the accuracy of the records (see "Challenge Hearings Policy"). A record must be maintained of all disclosures of these files to parties other than the student and designated College personnel.

Students, and parents of students who are dependents, as defined by the Internal Revenue Service, have access to student files upon request and may request photocopies of information therein. Three photocopies may be obtained free of charge and a $1.00 charge is assessed for each additional copy. Confidential letters of evaluation and recommendation placed in a student’s record prior to January 1, 1975, are not available to students; but, all such letters written after that date are available, unless the student has signed a waiver.

The following exceptions to the policy of "prior consent of the student"should be noted:

In accordance with Paragraph 36 of Part 99 of the Privacy Rights of Parents and Students under the General Education Provisions Act of 1974, Wilmington College officials will disclose personally identifiable information from the education records of a student to appropriate parties in connection with an emergency, if knowledge of the information is necessary to protect the health or safety of the student or other persons.

Under the provisions of Paragraph 34 of said Part 99, the College reserves the right to disclose information from any of the education records of a student, without his/her consent, to any school in which the student seeks or intends to enroll. A photocopy of such information is available to the student (or parent of a dependent student) upon request. When a student is enrolled simultaneously at Wilmington College and some other institution, e.g., one of the colleges with which the College has a cross-registration agreement, information in the education records of the student at the two or more institutions involved may be shared by the officials of these institutions with one another without prior consent of the student.

Directory Information Policy

A directory of students’ names, local mailbox numbers, current enrollment status with home and campus addresses is published each semester and distributed to the students and staff. This same information is published electronically on the college network in an on-line directory. Wilmington College does not send student directories to commercial organizations and reminds students to safeguard the information in the directories. Only students' names and e-mail addresses are made available via the Internet.

A student has the right to refuse to permit the disclosure of any or all the categories of personally identifiable information when specifically requested or for publication in the Student Directory, Dean’s List, or Commencement program. The Housing Office sends out a form at the end of each semester in which a student can request the exclusion of personal information from the directory. If a student requests exclusion, this request is honored. Such a request cannot be made retroactively.

The following information is released with discretion to select persons without a student’s prior consent:

  • Student’s name
  • permanent (or home) and local addresses
  • telephone numbers
  • date of enrollment
  • previous school attended
  • current academic classification
  • major field of study or emphasis
  • date(s) of graduation
  • degree(s) awarded
  • teaching certificates/licensures received
  • academic honors and awards
  • participation in officially recognized activities and sports
  • weight and height (of members of athletic teams)

and other similar information. The names of students excelling academically are published regularly in the Dean’s List or Academic Merit List and Green Key List. Students’ names, home city, state, and academic honors received are published as part of the Commencement program.

Challenge Hearings Policy

A student has the right to challenge at a hearing the content of his/her educational records and to secure correction of inaccurate or misleading entries. A student may insert into his/her records a written explanation, but may challenge a course grade only on the grounds that it was inaccurately recorded. The Rights to Privacy Act does not entitle a student to challenge a grade on the grounds that it was lower than the faculty member ought to have awarded; a student may seek redress in such a case from the Academic Standards and Appeals Committee.

A student (or parent of a dependent student) has the right to file complaints regarding violations or alleged violations of rights accorded to that person under the Family Education Rights and Privacy Act Office, Department of Health and Human Services, 330 Independence Avenue, SW, Washington, DC 20201.