Records Maintained by the College
A number of offices and departments maintain records on
students, including the following:
- Admissions: All materials submitted on
behalf of applicants are maintained by the Admissions office.
Upon final registration, these files are transferred to the
- Academic: Once a student enrolls, all
academic records are maintained by the Registrar's office.
Transcripts are permanent College records. Records of
academic discipline are held by the Academic Affairs office for
five years following the last date of enrollment.
- Advising: First-Year Experience Advisors
and faculty advisors maintain advising folders on their advisees
which may include notes on meetings, copies of the student's
schedule, Add/Drop forms, unofficial high school and college
transcripts, etc. These folders may be in paper or electronic
- Financial Aid: All information submitted
and collected for the evaluation and disbursement of financial aid
is maintained by the Student Financial Services office.
Federal Perkins Loan files are under the control of the Vice
President for Educational Outreach & Student Financial
- Student Accounts: Records of student
accounts with the College are maintained by the Business office and
are under the control of the Vice President for Administration
- Career Services: Materials made
available by the student for career placement, along with materials
collected in the course of career planning consultations, are
maintained by the Career Services office.
- Disciplinary: Judicial records will be
maintained by the office authorized to determine the propriety of
the conduct in question. Records of suspension from residence
halls and suspension or dismissal from the College are
permanent. Files developed in cases in which a lesser
sanction has been imposed will be retained for a period of one year
after graduation or four years after the date of the action, unless
the sanction specifies that it should be retained for a longer
period. Judicial records of a student who has voluntarily
withdrawn from the College shall be destroyed after two consecutive
years of such withdrawal, unless the records include sanctions of
suspension from residence halls or suspension or dismissal from the
College. In those cases, the records are permanent.
- Judicial: These records may be inspected
by College officials who have a professional justification for such
information. Under no circumstances shall any personally
identifiable information be released by anyone to any individual,
agency, or organization without prior written consent of the
student or as provided by law.
- Other Non-Academic Records: Information
about co-curricular activities and awards, on-campus residence, and
materials gathered for individual student consultations are
maintained by the Student Services office.
- Health and Counseling Records: These
records are covered by additional regulations and are not available
for student review. However, students may request that an
appropriate professional of their choice be allowed to inspect
these records. Health records are kept by the College Nurse,
and counseling records are kept only by the individual(s) consulted
by the student.
Questions and Challenges
Students have the right to question the accuracy of their
records. The appropriate person in any of the offices listed
below will answer questions and interpret information in the files
under his/her jurisdiction:
- Academic Records (classes, grades,
etc.): See Student Academic Complaint Policy or
refer to The Student Handbook
- Co-Curricular Records (activities, career development,
discipline, etc.): Vice President for Student
Services & Enrollment Management
- Financial Aid Records: Vice President
for Educational Outreach & Student Financial Services
- Student Account Records: Vice President
for Administration & Finance
If a student believes, after talking with the appropriate
officer, that an error exists in the records, he or she may file a
written request for a formal hearing. The hearing will
be conducted by a panel appointed by the President of the
The above policies and procedures are designed in coordination
or compliance with the requirements of FERPA. Copies of the
complete College policy on records and implementation of FERPA
regulations are available for review in the College library and
Student Services office. Students may also request additional
explanation and interpretation of the policy.
Personal Information Privacy
Protecting the privacy of students, vendors, and all individuals
and entities doing business with Lindsey Wilson College is very
the type of information we may have about particular persons and
the type of information we sometimes share with others, as well as
the type of information we will not share.
- Categories of Nonpublic Personal Information Collected
by the College
- Information received on applications or other forms.
- Information received from external governmental, financial,
testing, or other organizations.
- Information received in processing accounts with us and the
transactions in those accounts.
- Categories of Nonpublic Information Disclosed by the
- Information provided to the College required for verification
of financial aid eligibility.
- Information regarding accounts that needs to be available to
third-party contractors for collection of delinquent account
balances or loans due the College or governmental loan
- Information requested by an authorized law enforcement process
or court order.
Disclosure of Information to
Affiliated and Nonaffiliated Third Parties
The College may disclose certain nonpublic personal information
to nonaffiliated third parties as permitted by law. The third
party must adhere to the privacy principles pertaining to such
information with regard to confidentiality. The exchange of
information with these entities is deemed important in order to
maximize the accuracy and detail of information reported.
Information is provided in the following instances:
- The student requests the information be sent.
- Disclosure is required by law.
The College believes that the security and accuracy of nonpublic
personal information are confidential and should only be made
available to persons who have a need for the information
to provide services properly, to act upon a request from a
student, or to fulfull the employee's job responsibility.
Any concerns for the security or accuracy of personal
information should be directed to the College's Privacy Compliance
Officer by phone at (270) 384-8023 or in writing at Lindsey Wilson
College, 210 Lindsey Wilson Street, Columbia, KY 42728.