 REFERENCES, RELEASE OF INFORMATION AND RECOMMENDATIONS Release of Information Nothing but "common knowledge" (i.e., information found in the student directory or other public publication) may be given by phone or in writing without student permission. Prior to faculty completing a letter of recommendation, the student must submit a written request/release. All written requests/releases are retained in the student's Dean's file in Nursing Student Services. Requests to contribute recommendations to student files in the Career and Academic Planning Center do not need College of Nursing release forms. The Career and Academic Planning Center processes internal departmental release forms. Students, however, maintain the right to inspect the contents of their CAP file. Summanry Form Summative data regarding the undergraduate
student's professional growth are documented on the Semester Summary.
Although this information is used primarily for reference writing, the
form provides a profile of the student. Entries on the form should
describe unique strengths and growth areas of the studen. Entries
may be general in nature but should indicate progression over time in the
nursing major. The summary is completed by the clinical faculty and
placed in the Dean's file upon completion of each semester.
Policy Title: References and Recommendations A Summary of SDSU privacy act policies and procedures 1) Background The Family Educational Rights and Privacy Act of 1974 (FERPA) (also known as the Buckley Amendment) is a Federal law designed to protect the privacy of a student's personal education records and covers matters relating to access to student records and the disclosure of such records. The purpose of this document is to outline the privacy policies of SDSU. For complete information about these policies, please refer to Chapter 4 of the Student Policies Manual. 2) Basic Policy No information other than directory information shall ever be released without current written permission from the student. Permission is valid for one year from the date it was written. This means that written and dated permission is required from a student before information can be released to a student's parent or legal guardian. This also means that at no time shall any information other than directory information be released over the telephone because the caller's identification cannot be determined. Information that must not be released includes, but is not limited to, social security number and all grade information, direct or indirect. Examples of direct grade information are course grades and GPA information. Examples of indirect grade information include rank in class and probation and suspended status. Any information not specifically listed below in the directory information section must not be released. For questions, call the Registrar. 3) Directory Information The federal privacy act defines some information as directory information. SDSU personnel may, upon request, either orally, in writing, or electronically disclose directory information, including student's: Name Gender
Although directory information is public, SDSU personnel are encouraged to use professional discretion in the release of this information. Mass information requests of Directory Information for solicitation purposes will not be granted. 4) Withholding directory information A student may withhold any or all directory information for a school term (e.g. Fall, Spring, or Summer) by completing a request form in the Registrar's office at the beginning of each term on or before the census date for that term (last day to add a course). The request form is only valid for that term. An Asterisk will be placed in the student’s name on the University Data System to identify those who wish to withhold directory information. SDSU employees shall not release directory information when an asterisk appears in the student’s name. 5) Exceptions to the Basic Policy No one shall have access to, nor will SDSU disclose any information from a student's education records (other than the directory information noted previously) without the current written consent of the student, except to the following: A.
SDSU
employees with a legitimate educational interest in the student.
1. Maintain confidentiality: SDSU personnel may, from time to time, receive written or electronically transmitted material from the Registrar or other offices containing confidential information (examples: advising documents, grade reports, GPA book, probation and suspended lists). The following SDSU policy statement applies to all confidential student information received.
2. Caution: Information is accurate when it is prepared. However, due to the dynamic nature of data, the information received (yesterday, last month, and last year) may no longer be current.
6) Additional student rights A. FERPA provides an opportunity for
a student to inspect and review her/his education records. It requires
that students be notified about their rights and existing records via at
least one University publication, which is distributed to the entire University
community. It also permits the student to request an opportunity
for a hearing to challenge the content of education records believed to
be inaccurate or misleading or in violation of the student's right
to privacy or other
7) Responsible Official: The Registrar or designee
is the SDSU official who coordinates inspection, review, and/or disclosure
procedures for student’s records, which include admissions, personal, and
academic records. For further questions related to release of student
record information, please contact the Registrar’s Office (688-4121 or
1-800-952-3541) or the Office of the Dean of Student Affairs (688-4493).
Approved 12/14/98
Policy for Reference and Recommendation Letter Writing Recommendations for employment, awards, scholarships and other educational opportunities may be requested from individual faculty members as the need arises. Students are responsible for contacting the faculty member of their choice for the recommendation. Students must complete the Request for Recommendation form. Failure to include data such as the addressee, name of desired scholarship or position, specific criteria requested, and due date may delay the reference. Additional background information such as the student’s community/college activities and professional or leadership positions held is beneficial. As a courtesy, students are encouraged to allow adequate time for the faculty member to write the recommendation before their deadlines. Additionally, the student may request that a copy of the recommendation be kept in their student file in the event that a future employer requests information about them. The student gives their permission for student services to convey the recommendations available in the file by signing the appropriate line on the Request for Recommendation Form.
SOUTH DAKOTA STATE UNIVERSITY
Request for Recommendation Date Requested: _____________ Student Name: __________________________________________ To: _____________________________________
I am requesting a professional recommendation for the following: __________________________________________________ The contact person and address are: _______________________________________________ _______________________________________________ _______________________________________________
Specific areas to address include: (attach information sheet and/or resume) _________________________________________________ The deadline for this recommendation is _________________ Instructions for delivery of recommendation ______________ __________________________________________________ __________________________________________________
I DO_______ DO NOT _________ wish to have this recommendation included in my student file for the purpose of providing recommendations to other sources. Signed ________________________________________ Date: _________________________
Reviewed: December 2004
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