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Student's Records
Allen University has a carefully considered policy as to the information which should be a part of a student’s permanent educational record and as to the conditions of disclosure.
To reduce the risk of improper disclosure, academic and disciplinary records are made available only to the appropriate administrative officers. Except where warranted, final transcripts or academic records contain only information concerning academic status. Information from disciplinary files is not available to any unauthorized persons.
Permanent records do not reflect the political activities or beliefs of students. Administrative staff and faculty members respect the confidential information, which they acquire in the course of their work. Counseling files are not available to any unauthorized persons. Authorized counselors do not disclose any information obtained while counseling any student, unless failure to disclose the information might result in physical or emotional harm to the student or others.
THE STUDENT'S RIGHT TO PRIVACY ACT
Reference #438
Federal laws protect the rights of all students. Allen University observes these laws which provide that the institution will maintain the confidentiality of each student’s official education record, as related to access to or the release of information. (Ref: Family Educational Rights and Privacy Act of 1974, Sec. 438, Publ. L90-247, Title IV as amended, 88 Stat. 571-574).
The official policy and specific provisions of Allen University are as follows:
1. Allen University recognizes the privacy rights of all students from the time of their official registration at the University. The University permits each student who is or has been in attendance at the University to inspect and review his/her educational records.
2. Educational records include only those records maintained by the Office of Enrollment Management which are directly related to students. All educational records are kept in the Office of Enrollment Management and may be inspected on normal working days by appointment, when the University is in regular session, except during registration periods.
3. Students who wish to inspect and review their educational records must request an appointment in writing to the Office of Enrollment Management. Appointments will be scheduled no later than five working days after receipt of the request in the case of a student presently enrolled and fifteen working days in the case of a former student.
4. A minimum fee per page will be charged for unofficial copies of educational records and copies of information disclosed from educational records. The Office of Enrollment Management will deny a request for copies under the following conditions:
a. Improper or insufficient identification; and
b. Non-payment of fees.
5. The University recognizes the right of a student to seek correction of information the student believes to be inaccurate, misleading, or in violation of his/her privacy rights. If a request for correction is denied, the student will have a right to a full and fair hearing. If, after the hearing, the student is dissatisfied with the findings, he/she will have the right to place a statement in his/her educational records concerning his/her disagreement with the findings of the hearing and/or commenting on the disputed information.
6. The University requires that a student give prior written consent for the disclosure of any personally identifiable information from his/her educational records, except when the disclosure is to administrative officials of the University and their staff, empowered by the President of the University to review such records in the execution of their duties, and when prior consent for disclosure is not required by law.
7. The University shall disclose directory information from the educational records to any member of the public who submits a legitimate request. Directory information includes:
A. Name of student;
B. Name(s) of parent(s) or other family member(s) of each student;
C. Student addresses;
D. Personal identifiers, such as social security number;
E. All other information which would make the identity of the student easily traceable.
Any student who does not wish to have his/her directory information disclosed should notify the Office of Enrollment Management during registration at the beginning of each semester.
8. The University prohibits all third parties receiving information from student educational records from disclosing such information to any other party without the prior written consent of the student(s) involved.
9. The Office of Enrollment Management will maintain a record of requests/disclosures for each individual student folder.
10. The University recognizes the right of a student to waive any or all of his/her rights under Act 438 and the right of a student to revoke a waiver at any time, provided that the privacy rights of a student apply only to entries made in his/her educational records after revocation. However, parents of students under the age of 18 do not have to request permission or obtain waivers from the students to examine the educational records.
11. The Vice President of Student Life and Academic Affairs is responsible for the effective administration of this policy, seeing to it that access to educational records is afforded to students without undue delay and that all requests are handled promptly within the guidelines of this policy. The Vice President of Student Life will maintain such records to show compliance with Act 438
Allen University Computer Usage Policy
Allen University provides computing resources solely for use by the students for academic endeavors. Students are responsible for using computer resources in an effective, efficient, ethical and lawful manner.
Grade Point Average
The University uses a credit-quality point system. A student’s grade point average is computed on the bases of all semester hours attempted for credit. The grade points earned in a particular course are determined by multiplying the semester credit hour of the course by the number of quality points with the grade.
A = 4 quality points
B = 3 quality points
C = 2 quality points
D = 1 quality points
F = 0 quality points
The GPA for the semester is determined by dividing the sum of quality points by the number of credits attempted. The student’s semester GPA is computed at the end of each semester. A student’s GPA is used in determining academic standing and eligibility for participation in various campus activities, and reflects the student’s overall average performance in courses attempted at Allen University. Withdrawal grades are not included when tabulating a student’s GPA.
Class Attendance
It is the responsibility of each student to attend all scheduled class meetings in the courses in which the student is enrolled. Failure to attend classes may result in forfeiture of eligibility for financial aid and/or withdrawal from classes and/or the University.
Grounds for Issuing Excuses
1. Illness of student
2. Serious illness or death of immediate family member
3. Authorized representation of student at a university event or activity.
4. A legally required court appearance.
Documentation Required
1. Excuses based upon illness require a statement by a physician which spells out the exact time for which an excused absence is recommended.
2. Excuses based upon death of a family member will require as verification, a funeral program.
3. Excuses based upon authorized representation of Allen University should be verified by a written statement from the President, Vice President of Student Life and Academic Affairs, depending upon the source of authorization.
4. Excuses based upon a legally required court appearance should be verified by a copy of the document requiring such appearance.
Classroom Code
Students are enrolled for the purpose of learning, and no student should be able to deprive another student of the opportunity to learn. Therefore, a wholesome attitude is expected of each student enrolled in the University classroom. Any student who exhibits misconduct of a physical or verbal nature may be asked to leave the classroom.
University Closing
In the event the University has to close due to weather conditions or other emergencies, announcements will be made over local radio and TV stations (WIS TV). Please do not call your radio or TV stations for this information. Please stay tune to your local radio stations or WIS TV our official station, to receive the latest bulletins. In addition, students’ cell phone may receive text.
The Joseph Simeon Flipper Library and Media Center
The mission of the J.S.Flipper Library is to provide access to a variety of informational resources and formats that strengthen the university’s curriculum and to provide the assistance needed to use those resources. The library pursues this mission by providing faculty, staff, and students access to a large collection of books, journals and other periodicals, electronic databases and the Internet, media equipment and materials, professional staff, as well as learning resources shared with other libraries. Consult the library web page for updates, program information, and useful links.
Library and Computer Lab Hours
Monday - Thursday 8:00 AM – 10:00 PM
Friday 8:00 AM – 5:00 PM
Saturday 9:00 AM – 6:00 PM
Circulation Desk 376-5719
Director 765-6030
Borrowing Privileges
All students must present current validated Allen University ID to check out materials. Students may also use the PASCALCAT website to locate books available at other South Carolina academic libraries. Ask a librarian about interlibrary loans and PASCAL-Delivers Consortium Services for materials not in J. S. Flipper collections.
Main Floor and Mezzanine
Reading and Reference Rooms provide computers for academic purposes: research, reference, and writing. The main floor and mezzanine also house “the stacks” of circulating materials (books and older journals), current journals and periodicals, and copier. Many journal articles are available in full-text on databases. Professional staff provide assistance in using all the resources of the library including the databases such as SC Discus, EBSCO-host, LEXIS NEXIS, Nature, and Science on-line, other computer resources, inter-library loan and consortium privileges. Current student ID’s are required for material check-out and computer use. Charges will be assessed for any lost or damaged materials.
Special Collections include African American references and historical information on the African Methodist Episcopal Church. Faculty may schedule special orientation classes during the term.
Ground Floor
The Media Center provides a growing selection of videos, DVD’s CD-Roms, and equipment which may be scheduled for use. Laminating may be requested. Training and media support is available.
The Computer Lab is open for academic work. Students are expected to read and comply with current computer policies. Access to all computers at Allen University requires a current Allen University ID and password. Misuse of passwords, excessive noise, display of offensive graphics, or attempts to tamper with administrative set-ups may result in immediate expulsion from a lab and loss of computer privileges.
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