The Family Educational Rights and Privacy Act of 1974, as amended, is a federal law that
states (a) that a written policy must be established and (b) that a statement of adopted
procedures covering the privacy rights of students be made available. The law provides
that the institution will maintain the confidentiality of student educational records.
The Headquarters Academy of Hair Design accords all the rights under the law to
students who are declared independent and the parents or guardians of dependent
minors. No one outside the institution shall have access to nor will the institution
disclose any information from student's educational records without written consent of
students for each third party request except to personnel within the institution, to
officials of other institutions in\ which students seek to enroll, to persons or
organizations providing students financial aid, to accrediting agencies carrying out their
accreditation function, to persons in compliance with judicial order, and to persons in an
emergency in order to protect the health or safety of students or other persons. All
these exceptions are permitted under the Act.
Within the Headquarters Academy of Hair Design community, only those members,
individually or collectively, acting in the student's educational interest is allowed access
to student educational records. These members include personnel in the offices of
financial aid, admissions, and the academic personnel within the limitations of their
need to know.
At its discretion the institution may provide directory information in accordance with
the provisions of the act to include; student name, address, telephone number, date
and place of birth, major field of study, dates of attendance, degrees and awards
received, the most recent previous educational agency or institution attended by the
student, participation in officially recognized activities and sports, and the weight and
height of members of athletic teams. Students may withhold directory information by
notifying the school’s Administrator in writing within two weeks after the first day of
their class starting date.
Requests for nondisclosure will be honored by the institution for only one academic
year; therefore, authorization to withhold directory information must be filed annually
in the administration office.
The law provides students with the right to inspect and review information contained in
their educational records, to challenge the contents of their educational records, to
have a hearing if the outcome of the challenge is unsatisfactory to the student, and to
submit explanatory statements for inclusion in their files if the decisions of the hearing
panels are unacceptable to the student. The school Administrator at the Headquarters
Academy of Hair Design has been designated by the institution to coordinate the
inspection and review procedures for student educational records, which include admissions, personal, academic, and financial files, and academic cooperative
education, and placement records. Students wishing to review their educational records
must make written request to the school Administrator listing the item or items of
interest. Only records covered by the Act will be made available within forty-five days of
the request. Students may have copies made of their records with certain exceptions,
(e.g. a copy of the academic record for which a financial "hold" exists, or a transcript of
an original or source document that exists elsewhere). These copies would be made at
the students' expense at not more than $1 per copy. Educational records do not include
records of instructional, administrative, and educational personnel, which are the sole
possession of the maker and are not accessible or revealed to any individual except a
temporary substitute, records of the law enforcement unit, student health records,
employment records or alumni records. Health records, however, may be reviewed by
physicians of the students choosing.
Students may not inspect and review the following as outlined by the act: Financial
information submitted by their parents; confidential letters and recommendations
associated with admissions, employment or job placement, or honors to which they
have waived their right of inspection and review; or educational records containing
information about more than one student, in which case the institution will permit
access only to that part of the record which pertains to the inquiring student. Students
who believe their educational records contain information that is inaccurate or
misleading, or is otherwise in violation of their privacy rights may discuss their problems
informally with the school Administrator. If the decisions are in agreement with the
students' requests, the appropriate records will be amended. If not, the students will be
notified within a reasonable period of time that their records will not be amended, and
they will be informed by the school Administrator of their right to a hearing. Student
requests for a formal hearing must be made in writing to the school Administrator who,
within a reasonable period of time after receiving such requests, will inform students of
the date, place, and the time of the hearings. Students may present evidence relevant to
the issues raised and may be assisted or represented at the hearings by one or more
persons of their choice, including attorneys, at the students' expense. The hearing
panels, which will adjudicate such challenges, will be the school Administrator, and the
school’s Academic Administrator.
Decisions of the hearing panels will be final, will be based solely on the evidence
presented at the hearing, and will consist of written statements summarizing the
evidence and stating the reasons for the decisions, and will be delivered to all parties
concerned. The educational records will be corrected or amended in accordance with
the decisions of the hearing panels, if the decisions are in favor of the student. If the
decisions are unsatisfactory to the student, the student may place with the records,
statements commenting on the information in the records, or statements are setting
forth any reasons disagreeing with the decision of the hearing panels. The statement will be placed in the education records, maintained as part of the students' records, and
released whenever the records in question are disclosed. All student records are
maintained at the school for three years after the ending date of the students last FFELP
loan period, the ending date of the last program year in which the student may have
received a Pell Grant Award, or three years from the students last day of physical
attendance in this institution, whichever is later.
Students who believe that the adjudication's of their challenges were unfair or not in
keeping with the provisions of the Act may request, in writing, assistance from the
president of the institution to aid them in filing complaints with the Family Educational
Rights and Privacy Act Office (FERPA), Department of Education, Room 4074, Switzer
Building, Washington, D.C. 20202. Revisions and clarifications will be published as
experience with the law and institutions' policy warrants.