FAQs About Access to Student Records

What student information is considered protected?
Can any information about me be released without my consent?
How can third parties get a copy of my grades?
Will others have access to my class schedule?
If I authorize a third party access to my transcript, will you email a copy of my grades?
Why didn't the third party receive a copy of grades after each trimester?
How can authorized payers get copies of the statements for tuition, room and board, and other fees?
Why doesn't the Information Release form include a section restricting access to student medical and counseling records?
How can third parties contact me while I'm in class?
In the event of an emergency situation, can third parties contact me while I am in class?
Will IMU contact my next-of-kin if I am ill or injured?

What student information is considered protected?
The following information is considered private education records, or protected, and will not be released to third parties without an appropriate signed consent: social security number, IMU student ID number, place of birth, marital status, residency status, married name, previous names, parents' names and addresses, transfer credits, courses completed, transcripts or grades, current and past class schedules, advisor's name, billing statements, academic actions, and disciplinary actions.

Can any information about me be released without my consent?
Periodically, IMU publishes a student directory available in both printed and electronic formats. Prior to publication students will have the option of withholding their information from the student directory on the Request to Withhold Directory Information form. Published information may include your name, address (mailing, home, and e-mail), telephone number, date of birth, year in school, dates of attendance, current status of enrollment, degree earned, date of graduation, awards received, scholarships received, and previous educational institutions attended. The directory is released to faculty and staff. Due to the fact that directory information may be on the web, information may be accessed by third parties.

How can third parties get a copy of my grades?
IMU does not release this information without written permission from students. If a student wishes for someone to have a copy of grade reports, financial statements, or other information, s/he can fill out an official Information Release form allowing named third parties access to student records.

Will others have access to my class schedule?
IMU does not release student schedules without written permission from individual students. A student may release this information to third parties by completing an official Information Release form.

If I authorize a third party access to my transcript, will you email a copy of my grades?
As a matter of school policy, IMU never releases private information over the phone or via email. Students must hand-deliver, mail, or fax a signed official IMU Transcript Request form to the Registrar's Office. On the Transcript Request form, students will identify third parties who are to receive transcripts. IMU will mail the transcripts to the address provided, or the authorized third party may come to the office in person to pick it up. Photo identification will be required for any individual who picks up transcripts in person, including IMU students.

I authorized a specific third party unlimited access to my records at Student Orientation.
Why didn't the third party receive a copy of grades after each trimester?
IMU doesn't automatically send information to third parties designated by the student. Every time third parties require information, they will need to request a copy of the desired information by sending a letter or fax with their signature. No information will be released without a signature.

How can authorized payers get copies of the statements for tuition, room and board, and other fees?
Students can forward third parties copies of statements via email or mail, or set up authorized payers to receive statements. As an authorized payer, an individual will receive a copy of the student's tuition statements, including billing and payment history. Authorized payers do not have access to other protected student information.

Why doesn't the Information Release form include a section restricting access to student medical and counseling records?
IMU1s Student Privacy Procedures protect a student's education records. Physical and mental health records are covered under Bethesda Medical Centre's Patient Privacy Procedures, which forbids release of medical records without authorization from the patient. IMU and Bethesda Medical Centre staff will not release patient information except to appropriate medical practitioners. Patients wishing to release medical information to other third parties or get copies of medical records must make the request in writing to Bethesda Medical Centre's medical records department. In this same regard, healthcare records that are written by students during their interactions with patients are not considered part of students' academic files and will not be released to unauthorized third parties without consent from the relevant patient.

How can third parties contact me while I'm in class?
It is the policy of IMU not to release any student contact information, including class schedules. IMU staff will be happy to take a message and deliver it to you outside of class. In the case of emergency situations, IMU will attempt to contact you immediately.

In the event of an emergency situation, can third parties contact me while I am in class?
Third parties can call the Administration Office at 011-501-422-3200. Please tell them to let the office know the urgency of the situation and IMU officials will attempt to locate you in class.

Will IMU contact my next-of-kin if I am ill or injured?
The registration process includes identification of the appropriate next-of-kin in case of emergency situations. In most cases, IMU will not contact any third party. In the case of an extreme emergency in which the student's health is in jeopardy, IMU will contact the designated next-of-kin. As a general guideline, if the student is able to communicate, IMU will defer to the student's wishes.