FERPA
To protect the privacy of the students and their families, Doane staff are legally and ethically responsible for safeguarding student information. The Family Educational Rights and Privacy Act, FERPA, is a federal law which protects the students' education records, treating them as official and confidential documents. This law and other "privacy" law, including state law, ensure that information is only released for specific and legally defined purposes.
The Doane College Lincoln Campus policy on access to and release of student records is available in the Associate Registrar's Office. Certain materials are not available to the students, including financial records of parents, records of professional or paraprofessional persons used solely for treatment purposes, and private notes of medical personnel, advisors, faculty, staff, and administrators. The procedures and guidelines adopted comply with the Family Educational Rights and Privacy Act of 1974 (FERPA)
Educational records are those records, files, documents, and other materials that contain information related to a student and are maintained by Doane College or by one of its agents. Students may ask in writing for access to them. Under college policy, they will be produced within a maximum period of 21 days. In most instances, the students will be shown the record upon request. Students do not have access to records being withheld for unpaid financial obligations. Student may waive access to their records in three areas: admissions, employment, and awards.
Summary of Federal Law
Federal law applies to public schools that receive federal education funds. In order to continue to be eligible to receive federal monies, schools must comply with FERPA. The following is a highlight of FERPA.
- Students have the right to inspect and review the student's education records maintained by the school. Schools do not have to provide copies of the records but must make the records accessible.
- Students have the right to request that a school correct records which they believe to be inaccurate or misleading. If the school decides not to amend the record, the student then has the right to a formal hearing. After a formal hearing, if the school still decides not to amend a student's record, the student has the right to place a statement with the record setting forth his or her view about the contested information.
- Generally, schools must have written permission from a student in order to release any information from a student's education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the flowing conditions:
- School officials with legitimate education interests;
- Other schools to which a student is transferring;
- Specified officials for audit or evaluation purposes;
- Appropriate parties in connection with financial aid to a student;
- Organizations conducting certain studies for or on behalf of the school;
- Accrediting organizations;
- Directory information
- To comply with a judicial order or lawfully issued subpoena;
- Appropriate officials in cases of health and safety emergencies.
- Students have the right to write the Family Policy Compliance Office of the United States Department of Education to file a complaint related to the privacy of education records and FERPA.
If a student discovers an error in the records, it should be pointed out to the official in charge of the record. The vice president for academic affairs is the hearing officer to resolve disagreements. A hearing will be conducted and decided within 14 days following a written request by the student.
Doane College personnel have access to student records. Federal law and college policy make it possible for a limited number of individuals and groups to have access to records, but they must leave their names and the interest they have in the record.
Doane College may disclose directory information without the student's consent. Directory information is defined as: student's name; local address; local telephone listing; date and place of birth; field(s) of study; participation in officially recognized activities and sports; weight and height of members of athletic teams; dates of attendance; class, degrees and awards received; and previous educational agencies or institutions attended by the student.
Student records retained by many offices are periodically destroyed. For specific information on the types of information maintained, the location of records, persons in charge of records, and destruction of records, the student should consult the Directory of Records maintained with the Doane College Policy on Access To and Release of Student Records. Students have the right to file complaints with the FERPA Office concerning alleged failure by the college to comply with the act.
GRADES
All grades are issued to students over the web via web advisor at www.doane.edu/wa.
Grade point calculation information is in the Doane College Catalog.
Grades that are awarded include: A +/-, B +/-, C +/-, D +/-, F
Under special circumstances, the teacher may award a grade of "I" (incomplete) or "IP" (in progress). The student bears responsibility for negotiation with the teacher for such an award. Normally this notation must be changed to an awarded grade within six weeks of the end of the term.
Cumulative Grade Point Averages
Quality points (QP) are assigned to the respective letter grades as follows:
A+ 4.0 B+ 3.5 C+ 2.3 D+ 1.0
A 4.0 B 3.0 C 2.0 D- .7
A- 3.7 B- 2.7 C- 1.7 F 0
Grade point averages are computed by dividing the total quality points earned by the number of graded credits (AU, W, I, and IP grades are not included in the calculation).
Example
PSY 117 3 credits A+ 3cr X 4.0 QP = 12 QP
HIS 105 3 credits B- 3cr X 2.7 QP = 8.1 QP
BIO 101 4 credits C 4cr X 2.0 QP = 8 QP
ENG 101 3 credits B+ 3cr X 3.5 QP = 10.5 QP
13 credits 38.6 QP
38.6 QP ÷ 13 credits = 2.96
Grade Review Procedure
When a student has serious questions about the fairness or appropriateness of an instructor's grade, he/she must first discuss the matter with the instructor. If the matter is not resolved during these discussions, the student may request that the Dean review the matter. The Dean shall discuss the problem with both the instructor and the student. However, the instructor retains the final authority regarding course grades.
The following steps must be taken:
1. The student initiates the appeals process, within 10 days of grade receipt, with a written request to the course instructor for a meeting to discuss his/her concern. A copy of the letter must be sent to the Dean.
2. The course instructor must meet with the student to attempt to resolve the appeal. If the complaint is not resolved during this meeting, the student may request a conference with the Dean. The request must be in writing, and must state the grounds upon which the student is basing the appeal.
3. The Dean will request information on the appeal from both student and instructor, and must meet with the student to discuss the appeal. On the basis of the information presented by both, and a meeting with the student, the Dean will determine whether the student has been treated in a discriminatory, capricious or arbitrary manner, and inform the student of the decision in writing.
4. The final decision will be communicated to the student, in writing only, by the Dean.
5. The appeals process must be initiated before the end of the course term following the course term in which the disputed grade was received.
TRANSCRIPT REQUESTS
Official Doane transcripts are available to students for a $3 fee. There are three ways to request a transcript.
- Go to the Doane web site at http://www.doane.edu/ and print off the transcript request form.
- Stop at one of the Doane locations and fill out a transcript request form.
- Mail in a letter stating your request with the $3 payment. The request should include your name, address, phone number, social security number, signature, and address of where the transcript needs to be sent.