The Citadel will not permit access to nor disclosure of any information from a student’s educational record to anyone outside the institution without the written consent of the student, except in compliance with the provisions of federal and South Carolina state laws and regulations. Parents of students who qualify as dependents, as defined in Internal Revenue Service (IRS) standards, may receive certain information from their student’s records. The parent must first verify the tax status information, and the student must agree to the release of information to the parent.

Effective with the Fall Semester 2004, The Citadel will accept signatures authorizing consent in electronic form. A student using an electronic signature must provide The Citadel's custodian for the record being requested with sufficient information to identify the sender as the student and assurance that the electronic signature indicates the student's consent to the release of information. Within The Citadel community, only those members individually or collectively acting in the "legitimate educational interest" of the student are permitted access to information from student educational records. These members include The Citadel’s Board of Visitors, the faculty, and selected personnel in the following departments/offices: the President, Provost, Deans, Registrar, Counseling Center, Writing Center, the Office of Access Services, Institution and Support (OASIS), Vice President for Finance and Business Affairs, Vice President for Communication, Director of Athletics, and Commandant of Cadets. Persons with a legitimate educational interest are those who have an official need to review a student’s record in order to fulfill their assigned professional responsibilities at The Citadel. The Provost (for academic records) and the Commandant of Cadets (for disciplinary records) may give specific cadets or other students, by virtue of their cadet duty positions or work-study/graduate assistant status, limited access to the educational records of other students. These students must first attend a FERPA briefing (tailored to the type access that the cadet will be granted) given by the college's Privacy Officer or his representative. These students will also sign a Statement of Understanding before being provided access to other students' educational records.

The Citadel has designated the following items as "Directory Information" which Citadel officials may disclose without prior written consent unless the student has submitted a written request to the Office of the Registrar not to release directory information pertaining to him or her:

1. Student’s name
2. Electronic mail address
3. Local and permanent addresses and telephone numbers
4. Date and place of birth
5. Class schedule and class absence status
6. ROTC affiliation
7. Cadet rank and cadet organization
8. Semesters of attendance
9. Photograph
10. Enrollment status (full or part-time)
11. Date of admission and date of (anticipated) graduation
12. Citizenship and residency
13. Major and minor fields of study
14. Classification (freshman, etc.), and his/her duty status
15. Type of degree being pursued, degrees, honors and awards received (including Dean’s List and Gold Star status, scholarships, and fellowships)
16. Weight and height of members of athletic teams and whether the student has participated in officially recognized activities and sports sponsored by The Citadel.

Citadel officials may disclose any of these items without prior written consent unless the student has submitted a written request to the Office of the Registrar not to release directory information pertaining to him or her.

The Citadel reserves the right to deny a student the right to inspect the following records:

1. Parents’ financial records
2. Confidential letters of recommendation requested by the student for which the student has waived access (students may request the names of those who have submitted confidential recommendations)
3. Documents revealing non-directory information about other students (such as class rolls).

The Citadel is required by federal and South Carolina laws and regulations to protect the privacy of the Protected Health Information (PHI) of students and his/her medical treatment records. PHI includes information that identifies the student and relates to a student’s past, present, or future physical or mental health information. As a matter of policy, no information related to the medical treatment or condition of a student will be released to a third party without the written consent of the student.

The Citadel will, as a matter of policy, disclose to the alleged victim of any crime of violence the results of any student disciplinary hearing or faculty/staff disciplinary hearing conducted against the alleged perpetrator of such a crime. Both the accuser and the accused shall be informed of the outcome based on an alleged sex offense. This policy is in compliance with the provisions of the “Student’s Right to Know and Campus Security Act of 1990” and amendments to FERPA.

The Citadel may also disclose to the parent of any cadet under the age of 21, with or without the student’s consent, any violation by the student of Citadel policy or local, state or federal law concerning the use of alcohol or drugs. This disclosure may be to parents “without regard to whether or not the student is a dependent under IRS Tax rules.” The decision on whether or not to notify the parent will belong to the Commandant of Cadets.

Students at The Citadel must adhere to the following procedures to exercise their rights under FERPA:

1. The student should submit a written request to the Registrar, dean, head of the academic department, or other appropriate official who is the custodian of the record that they wish to review and inspect. The Citadel official will make arrangements for access within 45 days after receiving the request and notify the student of the time and place the records may be inspected. If the official, to whom the request is submitted does not maintain the records, that official shall advise the student of the person to whom the request should be addressed.
2. Students may ask The Citadel to amend a record that they believe is inaccurate or misleading. They should write to The Citadel custodian for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the official decides not to amend the record as requested by the student, the official will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. The student will receive additional information on this process when he or she is notified of the right to a hearing.
3. Students who object to the release of their directory information must submit that request in writing to the Registrar. Requests will be processed within 24 hours of receipt.
4. Students may file a complaint with the U.S. Department of Education concerning alleged failures by The Citadel to comply with FERPA. The name and address of the office that administers FERPA is:

   Family Policy Compliance Office
   U.S. Department of Education
   600 Independence Avenue, SW
   Washington, DC 20202-4605