Student Records
Northwest complies with the Family Educational Rights and Privacy Act which provides guidelines on storage and releasing of student and former student records. Individuals may waive their rights to inspect records at Northwest, but the University may not require such a waiver as a condition to attendance.
Individuals may request a copy of their records, for a copying fee, from the following offices:
- Academic Records: Office of the Registrar, Administration Building
- Advisement Records: Academic Departments and/or Office of the Registrar
- Alumni Records: Office of Development and Alumni Relations, Alumni House
- Disciplinary Records: Office of the Vice President of Student Affairs, J.W. Jones Student Union
- Financial Records: Bursar/Cashiering Office, Administration Building
- Financial Assistance Records: Office of Scholarships and Financial Assistance, Administration Building
- Housing Records: Residential Life Office, J.W. Jones Student Union
- Library Records: B.D. Owens Library
- Medical Records: University Wellness Center
- Placement Records: Office of Career Services, Administration Building
- Security Records: University Police Department, Support Services Building
- Student Teaching Records: Educational Field Experiences Office, Brown Education Hall
- Teacher Education Records: Teacher Education Student Services Office, Administration Building
Information remains confidential between the individual and the University, and will not be released to a third party without the written consent of the student. Exceptions to this rule include information released to Northwest officials, officials of other schools where the student is seeking admission, federal or state educational authorities, financial assistance officials in connection with the receipt of financial assistance, state law officials or subpoenaed requests, accrediting organizations and parents of dependent students.
These parties will receive a notice that the information released to them must not be further distributed without the consent of the student.
The following records are not available for inspection by a third party: parents’ financial records, confidential letters of recommendation written before January 1, 1975, personal records of educators (e.g., instructor’s grade book), employee records, and medical or other professional records, unless the individual wishes to have a qualified professional examine his or her record.
Certain information about the currently enrolled student—name, age, address, phone, email address, place and date of birth, major, participation in activities and sports, weight and height of athletes, dates of attendance, degrees and awards received, the most recent educational institution attended, including photographic, video, or electronic images, is considered directory information and thus is releasable to the public. If a student does not want this information released, he or she should contact the Office of the Registrar, Administration Building, within 10 days of the beginning of the term.
Inaccurate records may be challenged through a hearing requested through the Vice President of Student Affairs. The burden of proof that a record is inaccurate lies with the student. An impartial hearing officer will be appointed, to whom the student will have full opportunity to present his or her case. If desired, a student may submit a written explanation of the content of a record, which will become part of the record.
For any further information on student and former student records and records privacy, contact the Office of the Vice President of Student Affairs or the Office of the Registrar.