The following terms, contained in the federal regulations, are specifically defined for purposes of this policy:

Attendance The period of time enrolled in classes at the College of Charleston, including any correspondence course work and the period during which one is working under a work-study program. Disclosure Permitting access or the release, transfer or other communication of education records of the student or their personally identifiable information contained therein, orally or in writing, or by electronic means, or by any other means to any party. Personally Identifiable Data or information which includes the name of a student, the student's parents, or other family member, the address of the student, a personal identifier, such as the student's social security number, a list of personal characteristics that would make the student's identity easily traceable, or other information that would make the student's identity easily traceable. Education Records Any record maintained by the College of Charleston, or a party acting for the College, which is directly related to a student, with the following exceptions: Records made by College of Charleston employees which are kept in the sole possession of the maker, are used only as personal memory aids, and are not accessible or revealed to another individual (except a substitute who performs on a temporary basis the duties of the individual who made the record); Records relating to individuals who are employed by the College of Charleston that are made and maintained in the normal course of business, relate exclusively to individuals in their capacity as employees, and are not available for use for any other purpose. Such records may be made available to student and third parties under KRS 61.872. However, it should be noted that records of individuals in attendance at the College of Charleston who are employed as a result of their status as students or in positions which require them to be registered as students are education records and as such may be inspected by the students; Records of the Department of Public Safety of the College of Charleston. These records are maintained apart from other institutional records, are maintained solely for law enforcement purposes, and are no disclosed to individuals other than law enforcement officers of the same jurisdiction. Education records of the College of Charleston are not disclosed to the personnel of the Department of Public Safety or to other law enforcement officers except as provided in the Act; Records relating to a student that are created or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional to be used solely in connection with the provision of treatment to the student and not disclosed to anyone other than individuals providing such treatment. However, these records can be reviewed by a physician or other professional of the student's choice. "Treatment" in this context does not include remedial educational activities or activities which are part of the program of instruction at the College of Charleston; Alumni records containing information about individuals after they are no longer students at the College

Directory Information The College of Charleston designates the following categories of student information as public, or "Directory Information." The College may disclose such information at its discretion. Name Current enrollment Local address Permanent address Local telephone number Campus e-mail address Date and place of birth Dates of attendance Class standing (e.g. sophomore) Previous institution(s) attended Major field(s) of study Awards and honors (e.g. Honor Roll, Dean's List) Degree(s) conferred (including dates) Full-time or part-time status Photographic or videotaped image Past and present participation in officially recognized sports and activities, including fraternities and sororities, and physical factors of athletes (e.g. height, weight) Financial Aid A payment to the student that is conditioned upon attendance at the College of Charleston or some other educational institution. Legitimate Educational Interest A school official has a legitimate educational interest when the official needs to review an education record in order to fulfill his or her responsibility on behalf of the College of Charleston, such as when the official is: Performing a task that is specific in his or her job description or by a contract agreement or other official appointment; Performing a task related to the student's education; Performing a task related to the discipline of the student; or Providing a service or benefit relating to the student or student's family, such as health care, counseling, job placement, or financial aid. School Official A person employed by the College of Charleston in an administrative, supervisory, academic, research, or support staff position, including College Security and student workers; individuals or entities with whom the College of Charleston has contracted; individuals serving on the Board of Trustees; students conducting official College business. Student Any individual with respect to whom the College of Charleston maintains education records. The term does not include an individual who has not been in attendance at the College of Charleston. A person who has applied for admission to, but has never been in attendance at the College of Charleston or a component unit of the College of Charleston, even if that individual is or has been in attendance at another component unit of the College of Charleston, is not considered to be a student with respect to the component to which an application has been made.