Student Records
Maryville College maintains institutional records relating to each student. Information contained in these records can be made available to authorized persons or institutions in accordance with the following policies.
Student Right to Privacy
The Family Educational Rights and Privacy Act (FERPA) requires that personally identifiable information other than “directory information” be released to a third party only with the written permission of the student, except to school officials, including teachers, with a legitimate educational interest or to parents who claim the student as a dependent for tax purposes. Records of students classified as dependents of their parents by the IRS code may be revealed to parents of such dependents at the discretion of the College. Students’ records are open to other officials within the College or local education agencies that have been determined to have legitimate educational interest, and others specified in the act. The College is required by law to release student information if requested by judicial order or lawfully issued subpoena. If such action becomes necessary, the student will be notified.
Directory Information
The “directory information” listed below may be made available to students, their families and the general public without the consent of the student. Currently enrolled students may withhold disclosure of directory information by submitting written notification (usually prior to the beginning of the fall semester) to the Registrar's Office. Directory information will then be withheld until the student releases the hold on disclosure. Students should understand that by restricting the release of directory information, some information considered important may not reach them. Call 865.981.8212 for more information.
- Name
- Address, telephone listing, email address
- Major field of study
- Enrollment status (e.g., undergraduate or graduate, full or part-time status)
- Participation in officially recognized activities or sports
- Degrees and awards received
- Most recent educational institutions attended
- Weight and height (for student athletes)
Academic Records
Academic records are maintained by the Registrar. They constitute the student’s permanent record, contain only information relevant to academic performance and are available only to persons authorized by the Registrar.
Student Conduct Records
Student conduct records are maintained by the Office of Student Affairs. Such records contain information relating to student violations of College policy, are kept separate from academic records, and are available only to authorized persons. Student conduct records are not permanent and are purged five (5) years after termination of enrollment.
Accessibility to Records
Students are free to examine copies of their own records by making a written request to the College custodian of the record. The academic transcript is the only record maintained permanently. All other files are purged periodically, usually within five (5) years of separation from the College. Questions about policies governing specific records should be directed to the custodian responsible for those records.
Location of Student Records
The offices in which student records are maintained, along with the College custodian in charge of the records, are listed below:
| Record |
Custodian |
Location |
| Academic Records |
Registrar |
Fayerweather Hall |
| Admission Files |
Director of Admissions |
Fayerweather Hall |
| Career Contact Notes |
Director of Career Center |
Bartlett Hall |
| Counseling Files |
Director of Counseling |
Bartlett Hall |
| Disability Records |
Director of Disability Resources & Compliance |
Thaw Hall |
| Financial Documentation |
Director of Financial Aid |
Fayerweather Hall |
| Housing Records |
Director of Campus Life |
Bartlett Hall |
| Immunization Records |
Admissions |
Fayerweather Hall |
| Library Records |
Library Director |
Thaw Hall |
| Student Accounts |
Controller |
Fayerweather Hall |
| Student Employment |
Director of Human Resources |
Fayerweather Hall |
| Student Conduct Files |
Office of Student Affairs |
Bartlett Hall |
Student Rights to Challenge Records
The following procedure may not be employed to challenge the validity of a grade or any other decision given by a College professor or administrator. Appeals of grades must be made in accordance with the Grade Disagreement Procedure published in this Catalog. Appeals of disciplinary decisions must be made in accordance with the disciplinary appeals process contained with the Student Code of Conduct. Students may challenge formal correspondence, conduct-hearing transcripts (when created), and/or other official institutional documents within the academic semester during which such documents are entered into the record. Any student who desires to challenge the accuracy or completeness of a written College record must follow these procedures:
- Students should submit to the custodian of the record a written statement specifying the inaccuracy or incompleteness of the record. This statement will be filed as part of the record.
- If further action is desired, students may confer with the custodian of the record and attempt to resolve the matter satisfactorily. Any settlement agreed upon must be put in writing, signed by the student and custodian, and added to the student record.
- If the challenge is not settled by the student and custodian, the student or custodian may appeal to the Campus Appeals Board submitting a copy of the challenge and record to the Board. The Board must consult both the student and the custodian of the record in any such appeal. The Board will determine the validity of the challenge and make it a part of the student record.