5.7 The Use of Confidential Files in the Dean of Students’ Office

Consonant with an explicit understanding of the Joint Statement on Rights and Responsibilities of Students and the Revised Educational Rights and Privacy Act of 1974, Scripps College adheres to the principle that institutions should have a carefully considered policy as to information which should be part of the student’s permanent educational record and as to the condition of its disclosure.

The student’s permanent education record is kept in the custody of the Registrar at Scripps. Access to the information in these files is governed by the Family Education Rights and Privacy Act.

Records maintained in the Dean of Students Office are the working records of the Dean of Students and/or Student Affairs Staff. These records may be interpreted to a student upon their request and/or at the discretion of the personnel involved. Information gained in confidence or in an advising capacity shall be kept in confidence and shall be released only with the express consent of the student. In cases where the welfare of the student may be at risk, such information may be interpreted by the Dean of Students to faculty or professional people (e.g., Counseling Center or Health Center) for whom disclosure of such information might be in the student’s best interest.

All personal records in the Dean of Students Office are destroyed within three years after the student withdraws from the College. No records are kept which reflect the political activities or beliefs of students.

It should be clearly stated that disciplinary records are kept separate from personal counseling records of the Dean of Students. Information from disciplinary files will be available to authorized persons only (e.g., Dean of Students professional staff and Judiciary Board from which the action originated). Such information will not be disclosed to any other person on or off campus without the express consent of the student involved except under legal compulsion or in cases where the safety of the person or the property is involved.