Student Records

Official Records

Access to Official Records

The Baker College policy concerning the privacy rights of students and the practices in place to maintain the confidentiality and integrity of student educational records is as follows:

Rights under the Family Educational Rights and Privacy Act

The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their educational records. An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution.

These Rights Include the Following:

1. The right to inspect and review the student’s educational records within 45 days after the day the College receives a request for access.
   
   A student should submit to the registrar, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The College official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the College official to whom the request was submitted, the official shall advise the student of the correct official to whom the request should be addressed.
    
2. The right to request the amendment of the student’s educational record(s) that the student believes is inaccurate, misleading or otherwise in violation of the student’s privacy rights under FERPA.
   
   A student who wishes to ask the College to amend a record should write the Registrar or other appropriate official responsible for the record, clearly identify the part of the record the student wants changed and specify why it should be changed.
   
   If the College decides not to amend the record as requested, the College will notify the student in writing of the decision and the student’s 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.
    
3. The right to provide written consent before the College discloses personally identifiable information (PII) from the student’s educational records, except to the extent that FERPA authorizes disclosure without consent.
   
   The College discloses educational records without a student’s prior written consent under the FERPA exception for disclosure to College officials with legitimate educational interests. A College official is a person employed by Baker College in an administrative, supervisory, academic, research or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee such as a disciplinary or grievance committee. A College official also may include a volunteer or contractor outside of Baker College who performs an institutional service or function for which the College would otherwise use its own employees and who is under the direct control of the College with respect to the use and maintenance of PII from educational records such as an attorney, auditor, collection agent or a student volunteering to assist another College official in performing his or her tasks. A College official has a legitimate educational interest if the official needs to review an educational record in order to fulfill his or her professional responsibilities for the College. Upon request, the College also discloses educational records without consent to officials of another College in which a student seeks or intends to enroll.
    
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is the Family Policy Compliance Office, US Department of Education, 400 Maryland Ave. SW, Washington, D.C., 20202.

Definitions

A “student” is any person who attends or has attended Baker College. An “educational record” is any record in handwriting, print, tape, microfilm, electronic or other media maintained by Baker College that directly relates to a student. The following exceptions are not part of the educational record and are not subject to this act:

1. A personal record kept by an instructor or staff member if it is kept in the sole possession of that person and is not accessible or revealed to any other person (e.g., a teacher’s gradebook).
2. The employment record of an individual whose employment is not contingent on being a student (e.g., the employment records maintained by the human resources office).
3. The records of Baker College Campus Safety, which are maintained separately and solely for law enforcement.
4. Alumni records that contain information about a student after the student is no longer in attendance at the College.

Disclosure of Educational Records

The Family Educational Rights Act (FERPA) permits the disclosure of PII from a student’s educational records, without the student’s consent, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except for disclosures to College officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information and disclosures to the student, §99.32 of the FERPA regulations requires the institution to record disclosures. Eligible students have a right to inspect and review the records of disclosures. A postsecondary institution may disclose PII from the educational records without obtaining prior written consent from the student in accordance with the following:

1. To other College officials, including teachers, within Baker College, whom the College has determined to have legitimate educational interests. This includes contractors, consultants, volunteers or other parties to whom the College has outsourced institutional services or functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(1) (a)(1)(i)(B)(2) are met. [§99.31(a)(1)
2. To officials of another College where the student seeks or intends to enroll, or where the student is already enrolled, if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of §99.34. [§99.31(a)(2)
3. To authorized representatives of the U.S. Comptroller General, the U. S. Attorney General, the U.S. Secretary of Education, or state and local educational authorities such as a state postsecondary authority that is responsible for supervising the College’s state-supported educational programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of federal- or state-supported educational programs or for the enforcement, of, or compliance with, federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, enforcement or compliance activity on their behalf. [§§99.31(a)(3) and 99.35)
4. In connection with financial aid for which the student has applied or received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid or enforce the terms and conditions of the aid. [§99.31(a)(4))
5. To organizations conducting studies for, or on behalf of, the College, in order to develop, validate or administer predictive tests; administer student aid programs or improve instruction. [§99.31(a)(6))
6. To accrediting organizations to carry out their accrediting functions. [(§99.31(a)(7)
7. To parents of an eligible student if the student is a dependent for IRS tax purposes. [§99.31(a)(8)
8. To comply with a judicial order or lawfully issued subpoena. [§99.31(a)(9)
9. To appropriate officials in connection with a health or safety emergency, subject to §99.36. [§99.31(a)(10)
10. Information the College has designated as “directory information” under §99.37. [§99.31(a)(11)
11. To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of §99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. [§99.31(a)(13)
12. To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the College determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the College’s rules or policies with respect to the allegation made against him or her. [§99.31(a)(14)
13. To parents of a student regarding the student’s violation of any federal, state or local law, or of any rules or policies of the College, governing the use or possession of alcohol or a controlled substance, if the College determines the student committed a disciplinary violation and the student is under the age of 21. [§99.31(a)(15)
14. Student information will be sent to the National Student Clearinghouse for enrollment and degree verification purposes for interested parties (degreeverify.org).

Annual Notification

Baker College publishes this institutional policy yearly in the Baker College Catalog, Student handbook and on the Baker College website. The publications can be found here.

Types and Locations of Educational Records

The record custodian for Baker College is the Registrar.

Type of Record and the Office Location

• Admissions Records: Admissions
• Academic Transcript: Academic/Administrative
• Cumulative Academic Records: Academic/Administrative
• Disciplinary Record: Academic/Administrative/Campus Safety
• Disciplinary Records (Housing): Student Life/Services
• Financial Aid Records: System Financial Aid Department
• Financial Records: System Finance Department

Directory Information

Baker College designates the following items as directory information: student name, user ID, address, phone number, email address, date of birth, major field of study, enrollment status, dates of attendance, degree and date received, academic honors, and candidacy for degree and/or teacher certification. While the College does not publish a directory, the College may disclose directory information without prior written consent, unless otherwise notified by the student in writing to the contrary.

Record of Disclosures

Disclosure of any information from the educational record, other than by the student’s written permission or directory information releases, will be recorded in a disclosure log that will be maintained as a part of the student’s educational record.

Procedure to Inspect Educational Records

Students may inspect and review their educational records upon request in the academic/administrative offices. The academic/administrative offices will inform the record custodians of the students’ request and will make the needed arrangements for access as promptly as possible. Access must be given within 45 days. Many student concerns can be handled on a daily basis without requiring this procedure.

When a record contains information about more than one student, a student may inspect and review only the portion of the record that relates to him/her. Students also may not inspect those records that are excluded under the Family Educational Rights and Privacy Act’s (FERPA) definition of “educational record.” (See Definitions.)

Solomon Amendment

The Solomon Amendment is a Federal law, separate from FERPA. It provides that military recruiters may have access to campuses, access to students and access to student recruiting information on students age 17 and older and enrolled for at least one credit. They can receive name, address, phone, date of birth, class, major, place of birth, degrees earned and most recent educational institution attended. Release of recruiting information may be limited to one request each semester for each branch of the services - Army, Navy, Air Force, Coast Guard and Marine Corps, including their Reserve or National Guard components. These requests should be referred to the Office of the Registrar. 

Amendment of Educational Records

Students have the right to have educational records amended that they believe are inaccurate, misleading or in violation of their privacy rights. Following are the procedures for the amendment of a record:

1. A student must ask the record custodian of Baker College to amend a record. In doing so, the student will identify the part of the record that is to be changed and specify why it is believed to be inaccurate, misleading or in violation of the student’s privacy or other rights.
2. Baker College may comply with the request or may determine that it is not appropriate to comply. If it is determined that the record will not be changed, Baker College will notify the student of the decision and advise him/her of his/her right to a hearing to challenge the information believed to be inaccurate, misleading or in violation of the student’s rights.
3. Upon request, Baker College will arrange for a hearing and notify the student, reasonably in advance, of the date, place and time of the hearing.
4. The hearing will be conducted by an objective hearing officer, who may be an official of the institution. The student shall be afforded a full and fair opportunity to present evidence relevant to the issues raised in the original request to amend the student’s educational record. The student may be assisted by one or more individuals, including an attorney. The cost will be paid by the student.
5. Baker College will prepare a written decision based solely on the evidence presented at the hearing. The decision will include a summary of the evidence and the reasons for the decision.
6. If Baker College determines that the challenged information is not inaccurate, misleading or in violation of the student’s right to privacy, it will notify the student that he/she has a right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision.
7. The statement will be maintained as part of the student’s educational record as long as the contested portion is maintained. If Baker College discloses the contested portion of the record, it must also disclose the statement.
8. If Baker College determines that the information is inaccurate, misleading or in violation of the student’s right to privacy, it will amend the record and notify the student, in writing, that the record has been amended.

Personal Information Changes

In order for Baker College to efficiently and effectively communicate important information to all students, we ask that you review and edit your contact information regularly, which is located here at My.Baker.edu. Login with your Baker User ID and password, click on the silhouette in the upper right corner and choose the Personal Info. link below it. There you will have the option to EDIT information. It is important that we have the most up-to-date contact information for our records.    

All communication from the College will be sent to your Baker College issued email address (the address ending in “@baker.edu”). 

Michigan Statute Regarding College Transcripts

Michigan has passed a statute criminalizing the alteration of a college or university transcript. MCL 380.1809(4) states:

In addition to any other penalty provided by law, a person who uses or attempts to use a college or university transcript, certificate or other credential that he or she knows is fraudulently obtained, altered or forged in this state is guilty of a misdemeanor, punishable as follows:

1. For the first offense, by imprisonment for not more than 93 days, a fine of not more than $500 or both.
2. For a second or subsequent offense, by imprisonment for not less than 93 days or more than six months; or a fine of not less than $500 or more than $1,000; or both.

Official College Transcripts

Transcripts of the student’s academic record are available electronically through the Baker College website. Transcripts will be considered official only if they are sent directly to the institution or business designated in writing by the student through electronic submission. All transcripts will be noted as “Official Transcript.” Each transcript will have the print date and the College’s official name noted. Official transcripts cannot be hand delivered. Transcript fees are delineated on the request form. Student working copies are also available by accessing the Baker College website at baker.edu.

College transcripts may be withheld if a student has overdue financial obligations to Baker.

Official transcripts from other institutions are not reissued or copied for distribution. If needed, they must be obtained directly from the issuing institution.

Transferability of Credits

Most colleges and universities will accept Baker College credits. The exact number of credits accepted depends upon the compatibility of the Baker courses with the requirements for the degree sought. Students should check with the institutions to which they intend to transfer for information on that institution’s transfer credit policy. Nontraditional credits (e.g., experiential, articulation, etc.) may not be transferable to other colleges.