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Student Bulletin – Administrative Policies

School of Law Student Bulletin

Charney Hall

Faculty, staff, and current students will be able to access Charney Hall for the Fall 2023 semester. Contact the Sr. Director of Student Life for more information.

Charney Hall Community Lounge and Terrace

The lounge and outdoor patio space are intended for use by law students, staff, and faculty only. Student groups, outside vendors, and for-profit organizations may not table in the lounge or outside patio space to sell event tickets or promote other activities.

Tabling Policy for Charney Hall

  1. Limitations: Reservation of tables on the first floor in the Mabie Grand Atrium Hall is permitted for students, faculty, and staff of Santa Clara Law only.  External groups who wish to reserve space for tabling on the second floor in the recessed bench areas outside of rooms 205, 206, and 207 must schedule through the Office of Academic and Bar Success, the Mabie Law Library, or the Dean’s Office.
  2. Reservations: Students, faculty, and staff may reserve space through the “Fall 2023 Internal LSO Tabling Reservation” sign-up sheet. Charney Hall Spaces are reserved for the entire day.  External vendors must work with SCU contact to reserve space on the second floor of Charney Hall. Spaces are reserved for the entire day.
  3. Locations: There are three areas in which tabling is permitted on the first floor in the Mabie Grand Atrium, at the south entrance, in the recessed bench areas outside of room 103, 104, and 106. Each area has a designated table. External vendor tabling is permitted on the second floor in Charney Hall. There are recessed bench areas outside of room 205, 206, and 207. Each area has a designated table.
  4. Signage: Signage is permitted, but only in clear plastic standing holders that may be checked out from the Charney Information Services Desk or displayed on an easel. Signage may not be taped to walls, tables or doors.
  5.  Music, media or voice amplification is not permitted while tabling.
  6. Charney Hall Information Services Desk will not store tabling items.
  7. Tables may only be reserved in designated areas. No chairs may be added to a tabling set-up; individuals are restricted to booth seating only.
  8. Distribution of food and beverages that conflict with the University’s contracted vendors is prohibited.
  9. All refuse must be disposed of appropriately and the table reset in the condition in which it was found. The Law School reserves the right to charge any incurred custodial or facilities fees to the responsible organization/party.
  10. Law Student Services reserves the right to define appropriate behavior as needed to ensure a peaceful academic environment.

Cell Phone Policy

The following policy applies to the entire law school community:

  1. Cell phones are allowed in the classrooms and library only if all forms of audible ringing and/or beeping are turned off. In these two locations, all cell phones may be operated in vibrating mode.
  2. If a call is received on a cell phone in either the library or the classrooms, it should be taken outside. Speaking on a cell phone, no matter how quietly, is not allowed in the classrooms or the library.

Policy Regarding Pets Brought to the School of Law Campus

Purpose and General Statement

From time to time, School of Law staff, faculty, and students may bring their pets to the School’s campus. Presently, the only pets permitted on the Santa Clara University School of Law campus are dogs. 

Bringing one’s dog to campus is a privilege, and not a right or entitlement. This privilege may be revoked at any time, without prior notice, pursuant to the provisions of this policy. 

The School of Law and the University are obliged to ensure that no dog poses a threat, nuisance, or significant distraction, or interferes in any meaningful way with the School’s operations. The School and University must also ensure that all persons are protected from potential health and safety hazards posed by dogs on the campus. 

Service dogs that have been properly trained to do work or perform tasks for the benefit of an individual with a disability are NOT regulated by this policy. For more information about Santa Clara University’s Service Animal Policy, see https://www.scu.edu/disabilities/policy-and-procedures/

Policy

No dog is permitted on the School of Law’s campus, either inside the building or on any of its exterior premises, except pursuant to the following terms and conditions:

  1. All dogs must be registered with the School of Law. Registration may be accomplished through the Dean’s Office, as specified below.
  2. The Dean (or his/her designee) shall have the discretion to prohibit any dog from being present on the School of Law campus, if the Dean (or his/her designee) determines that the dog poses a threat, nuisance, or significant distraction, or interferes in any meaningful way with the School’s operations.
  3. Any Director or Manager of an office within the School of Law shall have the authority to exclude dogs generally, or a particular dog, if the Director or Manager believes that their presence unduly interferes with the operations of that office. 
  4. Any dog that is brought to the School of Law campus must be properly vaccinated, flea free, and licensed with the appropriate authority.
  5. No dog shall be permitted in any classroom, conference room, collaborative learning space, or bathroom, or in any area (or in close proximity to any area) in which food is regularly served or prepared, or is being served or prepared.
  6. No dog will be permitted in the law library except, as necessary when owned by a staff or faculty member, to take the dog to or from the staff or faculty member’s office.
  7. The owner is responsible for the remediation or cleaning, or paying for the remediation or cleaning, of any mess attributable to the dog or the dog’s condition (such as fleas).
  8. While within the Law School building, all dogs must be on a leash held and controlled by a responsible person, the length of which the leash cannot exceed six feet.

Registration

In registering a dog with the School of Law’s Dean’s Office, all owners must agree to the following:

  1. That they will indemnify and hold harmless the University from any and all personal injuries and property damages caused by their dogs.
  2. That they will provide a small mat or rug for the dog, for purposes of protecting the carpet.
  3. That they will not permit the dog to run loose in the law school building.
  4. That they will bathe and groom the dog regularly to avoid complaints regarding the dog’s odor, or the presence of fleas.
  5. That they will ensure that the dog’s identification is visible at all times while the dog is on campus.
  6. That they will be respectful of the fact that others on campus may be allergic to dogs, may be scared by dogs, or may simply dislike dogs.
  7. That they will immediately cease bringing the dog to campus if, pursuant to the provisions of this policy, either the Dean (or his/her designee) or the Manager or Director of the relevant office, determines that the dog poses a threat, nuisance, or significant distraction, or interferes in any meaningful way with the school’s or office’s operations.

Policy on Curbing Alcohol Use at Law School Events

At Santa Clara Law, wellness matters.  Inspired by the Jesuit value of cura personalis or “care of the whole person,” Santa Clara Law is committed to the active process of developing the potential of all members of its community in each of these eight pillars of wellness – physical, social, emotional, occupational, financial, spiritual, intellectual, and environmental.

Of particular concern within the legal community is the prevalence of substance abuse issues.  The ABA’s National Task Force on Lawyer Well-Being, in their recent report The Path to Lawyer Well-Being: Practical Recommendations for Positive Change, noted that 

  • “…a law school sends a strong message when alcohol-related events are held or publicized with regularity. 
  • Students in recovery and those thinking about it may feel that the law school does not take the matter seriously and may be less likely to seek assistance or resources. 
  • Events at which alcohol is not the primary focus should be encouraged and supported.
  • Law school faculty should refrain from drinking alcohol at law school social events.”

In reviewing our policies and assumptions around the use of alcohol, we have come to the conclusion that any institutional actions that reinforce or normalize the concept of a “work hard, play hard” legal community are contrary to our wellness mission.  We understand that this might seem drastic to some members of our community, but we are committed to being leaders in the national efforts to prioritize the well-being of our students. 

  1. General Policies
    1. A Responsible Use of Alcohol Agreement Form needs to be filled out and approved by the Dean of Students, Law School Dean, or designee prior to any Law School event where alcohol will be served. 
    2. No Open Bars or Cash Bars will be allowed.  If alcohol is permitted, it will be limited to beer and wine.
    3. Alcohol consumption will be monitored through the use of Wristbands or Drink Tickets with a limit of two attached drink tickets per attendee.  Additional tickets will not be made available. The use of drink tickets will be approved for events involving primarily alumni or faculty.
    4. Alcohol service will end at least 30 minutes before the scheduled ending time of the event.
    5. All events with alcohol must include food and non-alcoholic beverages.
    6. No pitcher, keg or bottle service will be available.
    7. Alcohol may not be the primary focus of the event and may not be used as an inducement to participate in the event. 
    8. Serving donated alcohol must be approved by the Dean of Students or Law School Dean prior to being served.
    9. Advertising for the event may not portray symbols of alcohol or alcohol consumption, may not include any form of excessive alcohol consumption (i.e. drink specials, drinking contests or competitions), and may not emphasize frequency or quantity of alcohol consumption. 
    10. All advertising of SCU-sponsored events should include the following statement, “At Santa Clara Law, Wellness Matters. In solidarity with our wellness efforts, this event (a) does not include alcoholic beverages or (b) will have limited alcohol available.”
  1. Additional Policies Governing Student-Sponsored Events
  1. School funds may not be used to purchase alcohol.
  2. All LSO officers present at the event will act as hosts at all times during the event.  
  3. LSO officers and host volunteers may not consume alcohol before or during the event.  
  4. Hosts must attend Sober Monitor Training
  5. Students may not sign any contracts with food or beverage providers.  All contracts must be reviewed and signed by the office of the Senior Assistant Dean for Law Finance & Administration. Alcohol must be listed as a separate line item on contracts and invoices.
  6. Banquet Security Requirements:
    1. If the event venue does not provide security, LSO’s must hire trained security personnel. One security guard should be hired for every 50 attendees. 
    2. Security to police all entrances and exits. 
    3. Security to deny entrance to any guests who are intoxicated. 
    4. All law students attending must sign Moral Character Memorandums of Understanding.
    5. All law students attending must register and provide contact information for any non-affiliated guests. 
    6. The number of guests must not exceed the recommended space capacity. 
    7. Law students and guests must show identification when entering the venue.
    8. Four hours is the maximum length of an event. 
    9. LSO must ensure that the food service provider or designated licensed agent will check for proper identification and uses employees that are TIPS trained (Training for Intervention Procedures by Servers) or similar training.
  7. Barristers’ Ball:
    1. Ticket sales to be limited to graduating students and their one guest only. Exceptions will be made for the SBA Board.
    2. The SBA Board each year will include a Risk Manager position beginning in the 23-24 academic year, who will work with Student Services and University personnel to ensure the event is safe. If this position is not filled, the SBA Board must rotate this responsibility.
    3. An area will be set aside with food and non-alcoholic beverages for intoxicated students to rest before leaving the venue.  A member of the SBA Board will staff this area and ensure that intoxicated students have a “buddy” who is sober and who will see them safely home. 
    4. For further information on the Substance Abuse Problems in the Legal Profession:

Law Student Organizations (LSOs)

Law students are free to organize and join organizations whose stated purposes are consistent with the University and School of Law mission. Registration carries certain rights and responsibilities. Registered groups can be held accountable to the norms and standards of conduct and civility that exemplify the law school and university community.

All student organizations seeking recognition by the Law School and the Student Bar Association (SBA) and seeking eligibility for University benefits must be appropriately registered and must follow the procedures detailed in this policy. 

All Law Student organizations must:

  1. Have a purpose consistent with the mission and educational goals of Santa Clara Law.
  2. Limit membership to current and former law students of Santa Clara University.
  3. Have at least 5 members; with a President and Treasurer as part of the executive board.
  4. Ensure the Treasurer of the LSO is a law student. 
  5. Maintain an up-to-date web page for their organization.
  6. Secure and obtain the signature from a Faculty Advisor.
  7. Submit the Student Organization Registration Form each academic year.
  8. Ensure that an up-to-date club constitution is on file with the Law Student Services office.
  9. Ensure that all officers complete the Camino Course.
  10. Comply with the policies listed below.

Financial and Budget Information

All SCU law students contribute to the SBA and LSO budget through their tuition dollars.  The funds are allocated to the Student Bar Association by the Dean through the annual Law School Budget process.  The Student Bar Association uses 30% of these funds for their operations.  The remaining 70% is divided among the approved Law Student Organizations, following the budget process outlined in the SBA Constitution and with the approval of the Senior Assistant Dean for Administration.  LSO’s can request up to $50 per event to purchase food for events. For more information on financial and budget information contact the SBA Treasurer or the Law Finance Office.

Student Travel

  1. Driver Agreement
    The University Vehicle Driver Agreement Form is required for each student driving a vehicle as part of a University-sponsored trip, including off-campus events planned by student organizations. This form must be filled out and turned in to Law Student Services, Charney 114 prior to the event.
  2. Participant Agreement

The University Participant Agreement Form is required for each student participating in potentially risky activities on or off campus. This form must be filled out and turned in to the Law Student Services Office, Charney 114 prior to the event.

  1. Transportation Statement
    This statement should be added to any publicity about off-campus events that do not have organized transportation: “SCU is not responsible for transportation to and from this event.”
  2. Travel Reimbursement
    Review the Law Finance Office’s detailed student travel reimbursement policy prior to your travel and use the Business Expense Report for Travel form for reimbursements. Contact Law Finance for questions regarding reimbursements.

Fundraising

LSO’s wishing to reach out to lawyers or law firms for fundraising must first consult with the Law Alumni and Development Office. To do so, please follow these steps:

  1. Send an email to lawalumni@scu.edu with your proposed outreach plan, potential donors, and timeline.
  2. Communicate results with the Law Development Office.
  3. Gifts over $250.00 must be reported to the Law Development Office within three (3) days of receipt, including the name and contact information of the donor.
  4. Advise the Law Development Office when any alumnus will be attending events on campus. Include alumni graduation years in any promotional flyers or website advertising to acknowledge alumni participation.
  5. All donations received must be submitted to the Law Finance Office for deposit into LSO’s fundraising account.

Payments and Reimbursements

Invoices and reimbursement requests must be submitted to the Law Finance Office for payment. Please email SCU Law Finance at lawfinance@scu.edu for reimbursement forms and other information.  For more details, refer to the frequently asked questions. If an alcohol agreement is not filed with the Director of Student Life prior to incurring event expenses or hosting an event, you may not be reimbursed for the event.

Events

Students are required to follow the procedures and guidelines contained in the Guide for Law Student Organizations.

Shielded Date

Each LSO will select one date during the Super Draft event each semester for one full day. Another LSO may share your date if they do not have a competing audience. LSOs and Academic Departments are encouraged to work together, co-sponsor, and collaborate on events.  LSO’s requesting an additional event must get permission from the LSO that has ownership of the shielded date to hold a concurrent event.  The LSO with the shielded date has the right not to grant permission.  Once you receive permission, send the email notification to Law Student Services.  

Advertising an Event

Advertising of events is limited to digital media, the Grapevine, and the bulletin board in the Charney Hall Community Lounge. 

Bulletin Boards

Flyers may only be posted on the board in the Community Lounge.  No signage of any kind may be taped to walls, windows, whiteboards, tables, or doors.  Advertising of events may not be written on whiteboards. 

Disability Statement

The following statement about the Americans with Disabilities Act and Section 504 (ADA/504) must be included in all marketing for an event:

“In compliance with the ADA/504, please direct your accommodation requests to NAME at EMAIL ADDRESS.”

For NAME fill in the name of the primary student organizing this event, and for EMAIL ADDRESS fill in that student’s email address.

Email Lists

The SBA Director of Internal Communications is the only person authorized to send emails to the SBA email list, which includes all law students. Each LSO is permitted to send one email every seven days. 

The Grapevine is a weekly email newsletter sent to the law community by the SBA. To include your information, email a PDF version of your flyer to sbagrapevine@scu.edu no later than 5pm on the Thursday prior to the week of publication.

Digital Signage

If you would like your poster posted on the Charney Hall TVs please email them to lawmedia@scu.edu. Make sure you follow the instructions below.

Creating Digital Signage

Digital signs in Charney Hall will be used to communicate events and information that relate to Santa Clara Law students, staff, faculty, alumni, and guests of the School and University. Non-law school-related digital signs may be accepted at the discretion of the Director of Marketing and Communications if the information is relevant to the community. Display priority will be given to those submitted from within Santa Clara Law.

Two high-resolution digital displays are located throughout Charney Hall, and content is supervised by the Director of Marketing and Communications.

All digital signs must be of high-resolution quality, have 1″ borders, and text must be kept to a minimum. Digital signs on law school monitors will run for a maximum of 7 seconds each, so keep a copy to a minimum (that can be read easily in 7 seconds).

Signage MUST abide by University Marketing and Communications Visual Identity elements. (https://www.scu.edu/umc/visual-identity-elements/)  

Personal messages, philosophical statements, and other messages beyond these areas will not be included.

Classroom Use for Events

Classrooms must be returned to the order in which they were found. Remove all food and trash from the classrooms at the end of your event.

Food and Drink

Outside vendors can only be used for events scheduled in Charney Hall and only if the food purchase is under $200. Bon Appetit or Adobe Lodge must be used if the event is outside of Charney Hall, the food purchase is over $200, or if alcohol will be served. All student organizations must follow SCU’s food policy.  If alcohol will be served, you must adhere to the Santa Clara Law Alcohol Policy below.

Academic Freedom and Freedom of Expression 

Effective legal education and the development of the law require the free, robust, and uninhibited sharing of ideas reflecting a wide range of viewpoints. Becoming an effective advocate or counselor requires learning how to conduct candid and civil discourse in respectful disagreement with others while advancing reasoned and evidence-based arguments. Concerns about civility and mutual respect, however, do not justify barring discussion of ideas because they are controversial or even offensive or disagreeable to some.

Accordingly, Santa Clara University School of Law has adopted, published, and adhered to written policies that encourage and support the free expression of ideas. Santa Clara University School of Law’s Academic Freedom and Freedom of expression applies: to all full and part-time faculty, as well as to all others teaching in law school courses; to conducting research, publishing scholarship, engaging in law school governance, participating in law related public service activities, curating library collections and providing information services, and exercising teaching responsibilities, including those related to client representation in clinical programs; and afford due process, including notice, hearing, and appeal rights, to assess any claim of a violation of the academic freedom policies.

The School of Law’s freedom of expression policies:

(1) Protect the rights of faculty, students, and staff to communicate ideas that may be controversial or unpopular, including through robust debate, demonstrations, or protests; 

(2) Proscribe disruptive conduct that hinders free expression by preventing or substantially interfering with the carrying out of law school functions or approved activities, such as classes, meetings, library services, interviews, ceremonies, and public events;

(3) Restrict expression that violates the law, that falsely defames a specific individual, that constitutes a genuine threat or harassment, or that unjustifiably invades substantial privacy or confidentiality interests; and 

(4) Allow reasonable, viewpoint neutral regulations of the time, place, and manner of expression. 

 

Santa Clara University School of Law’s Freedom of Expression Policy

Santa Clara University School of Law steadfastly encourages and supports the free expression of ideas. The law school’s policies, procedures, and practices protect the rights of faculty, students, and staff to communicate ideas that may be controversial or unpopular, including through robust debate and non-disruptive demonstrations and protests. 

In keeping with its commitment to protecting the robust exchange of ideas, the School of Law may reasonably regulate the time, place, and manner of expression. It may proscribe disruptive conduct that hinders free expression by preventing or substantially interfering with the carrying out of law school functions or approved activities, such as classes, assessments, meetings, interviews, counseling, individual or group studying, ceremonies, and public events. 

The law school also may proscribe expression that, regardless of its content or viewpoint, violates the law, falsely defames a specific individual or group of individuals, is made with conscious disregard for the likelihood that it will cause harm to others, constitutes a genuine threat or harassment, or unjustifiably invades substantial privacy or confidentiality interests.

To view the Expressive Activity Regulations Policy in its entirety, see pages 59-62 in the Student Handbook.

Facilitating the Free Expression of Ideas by External Guest Speakers and Panelists 

As an important part of its dedication to fostering an environment in which ideas are freely exchanged, the School of Law has promulgated the following procedures, which facilitate the expression of ideas by external guest speakers and panelists.

Prior to the event

  1. Approval: Any student or Law Student Organization that seeks to host an external speaker who will be speaking on any topic other than academic counseling or career planning must consult with Law Student Services four weeks prior to the proposed event date. All potential speakers will be reviewed based on the Santa Clara University criteria listed on pages 57-63 of the University’s Student Handbook. 
  2. Period of Additional Expression, Communication, and Dialogue:Absent exceptional circumstances, a student or Law Student Organization that seeks to invite a speaker must share material information about the speaker and the proposed event with all other student organizations and the Senior Assistant Dean of Student Services or that Dean’s designee at least two weeks prior to the scheduled event. This notice period is designed to facilitate additional constructive dialogue between the members of the student organizations regarding the time, place, and manner of the event so that they may minimize conflicts with other events that might otherwise be scheduled at the same time, encourage greater student, faculty, and staff attendance at the event, and foster additional respectful discourse at the event. This period of dialogue and communication between student organizations does not give to any student organization a veto power over the proposed event, and may not be used to restrain expression at the event based on its content or viewpoint. 
  3. Preparing to ensure the safety of attendees:The safety of attendees is the first priority. The Student Bar Association (SBA) and Law School Organizations (LSOs), in partnership with the administration, may work with law enforcement and security personnel to maintain order and ensure the safety of everyone on campus. Regardless of the viewpoint expressed by the speaker, if the administration reasonably forecasts that the speaker may cause substantial disruption to the work of the school or harm the rights of others, the Senior Assistant Dean of Student Services, the Assistant Director of Student Life, or their designees may put in place proportionate safety and security measures which may require adjusting or canceling the event. 
  4. Communicate with event organizers: The Senior Assistant Dean of Student Services, the Assistant Director of Student Life, or their designees may work in consultation with the event organizers to assess the situation and discuss potential solutions. If the event is determined to be unsafe or disruptive, the law school may impose reasonable time, place, or manner restrictions for the event. 
  5. If necessary to help prevent disruption or protect the safety of participants or property, the Senior Assistant Dean of Student Services, the Senior Director of Student Life, or their designees may send a message to all potential attendees before the event and/or make an announcement at the start of the event that states the following in sum and substance:

“We would like to inform you that an upcoming event featuring a speaker will take place on [date and time]. We recognize that this event may be of interest to some members of our community, while others may have concerns or objections regarding the views expressed by a speaker or panelist. In our professional community, we value and encourage the robust exchange of ideas, and we will not curtail the expression of ideas, even if some members of our community find them to be discomforting or offensive. 

We would like to remind all attendees that disruptive behavior by any participant or audience member is not acceptable and will not be tolerated in this community. In the event that attendees are unable to refrain from disrupting this event, the law school may act to remove the disruptive attendees, change the time, place, or manner of the event, or cancel the event. 

We expect all attendees to behave in a manner that is respectful of the diverse viewpoints held by our professional community. Our community ensures that all members can express their views without fear of harm or intimidation.​ ​We encourage everyone to engage in respectful and constructive dialogue, regardless of their views on this or any other topic. 

Regardless of the content or viewpoint of the ideas expressed at the event, however, the law school may curtail expression that violates the law, falsely defames a specific individual or group of individuals, is made with conscious disregard for the likelihood that it will cause harm to others, constitutes a genuine threat or harassment, or unjustifiably invades substantial privacy or confidentiality interests. 

  1. Alternative venues: If the law school or the university decides to cancel the event due to a safety risk, they may work with the event organizers to find alternative dates and venues to hold the event safely and without disruption.
  2. Review policies and procedures: After the event, the law school and the university may review their policies and procedures to determine whether changes need to be made to ensure future events run smoothly and without incident. This could include changes to security protocols, event planning procedures, or communication strategies.

Speakers

The following statement must be read at the beginning of an event featuring a speaker who will be presenting content that may incite or offend others:

“The presence of a guest speaker on the campus of SCU does not necessarily imply approval or endorsement by the University of the views expressed by the guest speaker or by anyone else present at the event.”

To view the Speakers Policy in its entirety, in the Student Handbook.

Please consult with Law Student Services if you are hosting a speaker who may be considered controversial two weeks prior to the event date.

Safety and Risk Management

The purpose of safety and risk management is to minimize and prevent accidental loss and to ensure that all student organization events are fun and safe.  Law Student Services and Law Administrative Services can help guide you through the event planning process to determine which areas of safety and risk management apply to your event.  Examples of when to use risk management:

  • Review of contracts (SCU students can’t sign contracts). Clarification of travel and University vehicle policies
  • Review of fire and safety regulations, including emergency procedures
  • Insurance review of outside agency
  • Safe service of alcohol at events
  • See the SCU Safety and Risk Managementwebsite for more info.

Club Web Pages

All Law Student Organizations must maintain a web page for the Law School website.  The current student life web pages can only be updated by the SBA Director of Internal Communications.  Please contact the SBA Director of Internal Communications with any questions.

Email Accounts

Students are expected to activate their SCU email account. Official administrative announcements are sent via SCU email, and students are responsible for checking their email regularly and keeping themselves informed. Once an email has been sent to a student’s SCU email account, the student is considered to have been officially notified.

Name and Address Changes

Address, email address, and phone number changes should be made through the Workday system. All changes should be made immediately to ensure that students receive important information from the law school in a timely manner. Name changes must be submitted to the Santa Clara University Office of the Registrar. Please refer to https://scu.edu/registrar/frequently-asked-questions/  for additional information.

Student Lockers

Contact the SBA with questions and for pricing information.

Notice of Student Rights under the Family Educational Rights and Privacy Act

The Family Educational Rights and Privacy Act of 1974 (FERPA) is the federal law that protects the confidentiality of the educational records of students maintained by the University and affords students certain rights with respect to those records. A student is any person who attends or has attended a class at the University, which includes courses taken through videoconference, satellite, internet, or other electronic and telecommunication technologies. Students’ rights under FERPA include:

The right to inspect and review educational records

Students have the right to inspect and review their education records. Students should submit a written request to the Office of the Registrar that specifies what records the students would like to inspect and review. Within 45 days of receipt of the request, the Office of the Registrar will make arrangements for access and will notify students of the time and place where the records may be reviewed.

Law Students have the right to inspect and review their educational records at the following offices:

  • Official academic records, including application forms, admission transcripts, letters of acceptance, and a student’s permanent academic record are on file and maintained in the Office of the Registrar and the Student Services Office.
  • Working academic files are maintained by the Office of Academic & Bar Success.
  • Records related to a student’s nonacademic activities are maintained in the Office of the Senior Assistant Dean for Student Services.
  • Records relating to a student’s financial status with the University are maintained in the various student financial services offices.

Certain records are excluded by law from inspection, specifically those created or maintained by a physician, psychiatrist, or psychologist in connection with the treatment or counseling of a student. Parents’ financial information, including statements submitted with scholarship applications, is also excluded by law from inspection. Third parties may not have access to educational records or other information pertaining to students without the written consent of the student about whom the information is sought.

The right to seek an amendment to educational records

Students have the right to request the amendment of their educational records to ensure that those records are not inaccurate, misleading, or otherwise in violation of students’ privacy or other rights. Students who wish to seek an amendment to a record should write to the University Registrar, clearly identify the part of the record they want to be changed, and specify why it should be changed. If the University decides not to amend the record as requested, the University will notify students in writing of the decision and their right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to students when notified of the right to a hearing.

The right to consent to the disclosure of educational records

Students have the right to consent to the disclosure of personally identifiable information contained in their educational records. In some instances, the University may disclose personally identifiable information from a student’s educational record without the student’s consent. One such instance is a school official who has a legitimate educational interest in the record. A school official is a person employed by the University in an administrative, supervisory, academic, research, or support staff position; a person elected to the Board of Trustees; or a person or entity under contract with the University who has been designated a school official by the University and is performing specific duties for the University that require a legitimate educational interest.

A school official has a legitimate educational interest if the official needs to review any educational records in order to fulfill his or her professional responsibility.

The University is authorized under provisions of FERPA to release directory information without the student’s prior consent unless a student explicitly requests in writing that the University not do so and keep directory information confidential.

Directory information is designated as follows:

  • Name
  • Address: Campus post office box, local, and permanent addresses (residence hall and room numbers are not disclosed)
  • Telephone number
  • Email address
  • Photograph
  • Date and place of birth
  • Major field of study
  • Classification level/academic standing
  • Dates of attendance (defined as academic year or quarter)
  • Participation in officially recognized activities and sports
  • Weight and height of members of athletic teams
  • Degrees (including expected or actual degree date), honors and awards received, and dates
  • Most recent educational agency or institution attended

Students may submit a Request to Prevent Disclosure of Directory Information form to the Office of the Registrar, which directs the University not to disclose directory information. Law students may also submit the form to the Law Student Services office. Once filed, the nondisclosure remains in effect until the beginning of the next academic year or a shorter period if designated by a student. Graduating students must notify the Office of the Registrar in writing to remove the nondisclosure from their record.

Former or current borrowers of funds from any Title IV student loan program should note carefully that nondisclosure will not prevent the University from releasing information pertinent to employment, enrollment status, current address, and loan account status to a school lender, subsequent holder, guarantee agency, the United States Department of Education, or an authorized agent.

The right to file a complaint with the U.S. Department of Education

Students have the right to file a complaint with the United States Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. Written complaints should be directed to the Family Policy Compliance Office, Department of Education, 400 Maryland Avenue SW, Washington, D.C. 20202-5920.

For further information regarding Santa Clara University’s FERPA policy, please refer to www.scu.edu/ferpa/scu-ferpa-policy/, or contact the Office of the Registrar.