We take seriously our commitment to protect the privacy of our students and their education records. In addition to upholding the Family Educational Rights and Privacy Act of 1974 (FERPA), we have taken further steps to protect privacy by extending similar benefits afforded to enrolled students under FERPA to individuals who are applying for admission.
Nothing in this policy may be construed to prohibit the University from disclosing information provided to the institution under the Violent Crime Control and Law Enforcement Act concerning sex offenders who are required to register.
A paper copy of the FERPA guidelines can be requested by emailing the Office of the Registrar at Registrars_Office@rush.edu or by telephone at (312) 942-5681.
FERPA is a federal law designed to protect the privacy of students’ educational records. Educational records include any information or documentation that is recorded in any way, including records produced by handwriting, computer, email, audio and video. Educational records contain information directly related to a student, and are maintained by Rush University or any party acting on its behalf.
FERPA has strict instructions and limitations governing the release of information about students. Though FERPA contains exceptions for the release of “directory information” without a student’s prior written consent, students have the right to request that even such directory information be withheld from disclosure to third parties.
Given the restrictions of FERPA, faculty and staff should assume that all students must provide written consent that follows the format specified in FERPA before any educational records may be released to anyone other than the student. Information cannot be released to any third party, including students’ parents, relatives and friends. Particularly sensitive information includes students’ Social Security numbers, race or ethnicity, gender, nationality, academic performance, disciplinary records, financial aid information and grades.
Rush University has chosen to take additional steps to privacy by extending to individuals who are applying for admission similar benefits afforded to enrolled students. This privacy protection covers all applicants and their application materials throughout the admissions process.
The application process exists between the applicant and a Rush University admissions office; therefore, any communication about a candidate’s application status to parties beyond these entities is not acceptable, unless a school official has a legitimate educational interest to know this information to fulfill his or her professional responsibilities. All those involved in the admissions process (e.g., admissions committee members, interviewers, admissions staff, etc.) must adhere to these guidelines.
Rush University may establish categories of information known as directory information and release this information without student consent, upon request. Rush University designates the following personally identifiable information contained in a student’s educational record as directory information:
*Rush University records, both visually and audibly, many campus events and daily activities such as classes, commencement, convocations, student events and other public occasions. These images, as well as other information about students, are published (e.g., print media, Rush website) regularly as part of the University’s coverage of campus life and portrayal of the University to a variety of audiences. The University’s policy is to restrict the use of any photograph or image to the representation, marketing or promotion of Rush activities only.
Students may restrict the release of their directory information by completing and submitting the directory information restrictions form. The decision to restrict directory information will apply to all requests from third parties (other than those who have legal access to these data elements already), including prospective employers. A student must formally rescind a restriction of directory information by submitting a subsequent directory information restrictions form.
FERPA affords students certain rights with respect to their educational records. These rights include the following:
The intent to graduate form signals that a student is ready to graduate. By signing the form, the student is giving permission to the University to print the following information in any Rush graduation program and announce this information at any Rush graduation ceremony: the student’s name as indicated on the intent to graduate form, any honors or awards received, the Rush degree and major the student is earning, previous colleges or universities attended, and degrees earned at those previous colleges or universities.
If a directory information restrictions form was previously submitted, the student’s signature on the intent to graduate form temporarily releases (for graduation ceremony and program purposes only) the directory information restrictions enacted by the student so that the information can be published in any Rush graduation program and announced at any Rush graduation ceremony.
In addition, the student’s signature permits Rush University to release the student’s name and address to the external photography vendor with whom Rush contracts, and to have the vendor place graduation photographs of the student on its website. The student’s signature also allows the University to publish the student’s picture in a picture composite and the student’s image in a commencement ceremony video. The recording of the graduation ceremony may also appear on the Rush University website and social media sites, including but not limited to YouTube, Facebook and Twitter. Finally, if the student is a medical student, the student’s signature permits publication of the student’s name, photograph, previous degrees earned and other information in the Rush Medical College yearbook.
If there are questions about how the information will be used for graduation or commencement purposes, please speak with the Office of the Registrar before signing and submitting the intent to graduate form.
Rush University does not maintain educational records in one central office. Educational records are maintained in the Office of the Registrar, and in the respective college and department offices. Other educational records are maintained in the Office of Student Financial Aid (financial aid information, student employment), Office of Student Financial Affairs (financial account payment information), Office of International Services and other offices. Questions regarding individual student records should be directed to the appropriate location.
Rush University will not issue copies of transcripts received from other institutions to anyone, including the student.
Rush University may, upon the death of a student, release a student’s educational records to a third party. This is done at the sole discretion of Rush University.
Rush University does not release student directory information in mailing lists, except to comply with the federal Solomon Amendment.
The Office of the Registrar is the compliance office at Rush University for FERPA. If there are additional questions, please contact the Office of the Registrar:
600 S. Paulina St., Suite 440
Chicago, Illinois 60612
(312) 942-5681