Initially approved January 8, 2001
Revised: March 1, 2010
Administering Office: Registrar's Office and OIPE
I. Policy Statement
While the University has no obligation to release student and employee information, campus directory information is made available on the University’s website. Additional student information may be released on a case-by-case basis consistent with applicable laws and policies. Additional employee information will generally not be made available.
In accordance with University Policy #72, Family Educational Rights and Privacy, unless a student requests otherwise, a student's name, local address, home address, and e-mail address are directory information items and may be released lawfully by the University. The University has determined that unregulated release of such information is neither in the best interests of its students nor an efficient use of University resources. Requests for student directory information will generally be approved, but the University reserves the right to decide whether a specific request is in the best interests of its students.
II. Procedures
A. Access to Student Information
Directory information can be provided on printed rosters or by electronic transfer. The University reserves the right to charge, in addition to the actual cost of duplication, a special service charge if requests for directory information require extensive use of information technology resources or extensive clerical or supervisory assistance by WCU personnel. Reports not associated with the business of the University will be run with a priority after University requests. If a student has requested that directory information not be released from his/her education records, that student's information shall be excluded from the data released.
Student addresses are updated through the University census date, normally the 10th class day of each term. Accurate address information will not be available until after the census date. Requests for data on newly admitted students who have not yet had the opportunity to request that directory information be restricted will not be honored until after the last day to register for the term in question.
Requestors entitled only to directory information can not receive information sorted by any non-directory-information characteristic (for example, names and addresses sorted by ethnic group).
Some directory information such as students' names, local addresses and e-mail addresses is made available on the University's web site.
When sought for official University business, requests for a student's home address should be made to the Registrar's Office. When sought for any reason other than official University business, the Office of Institutional Planning and Effectiveness will process all requests for student directory information.
Recognized student groups may receive from the Office of Institutional Planning and Effectiveness, for no cost, a data file of student addresses for purposes of preparing mailing labels. A record will be maintained of all on- and off-campus individuals or entities receiving student directory information.
B. Access to Employee Information
The campus addresses (and phone numbers) for faculty and staff are available from the University's web site. Without specific consent, the University may not disclose to the general public an employee's home address, personal phone number(s), or other non-work contact information.
C. Advancement and External Affairs
The Division of Advancement and External Affairs is responsible for the University's comprehensive public relations, publications, development, and institutional marketing programs. In fulfilling these responsibilities Advancement and External Affairs staff may also release student directory and employee information in a manner consistent with University policies.