I. Scope

This policy provides public notice that student directory information, as defined in this policy, may appear in published documents and may otherwise be released to individuals outside of Earlham without the student’s specific consent, unless the student has opted out of disclosure as described below. (20 U.S.C. §1232g, Family educational and privacy rights)

II. Policy

  1. The Family Educational Rights and Privacy Act of 1974 defines “directory information” as information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed.
  2. Earlham is required to give public notice of the categories of information that it has designated as directory information before making public such information and shall allow a reasonable period of time after such notice has been given for a student or parent to inform the institution that any or all directory information should not be released without prior consent.
  3. Earlham defines directory information to include:
    • the student’s name
    • address
    • telephone listing
    • date and place of birth
    • major field of study
    • participation in officially recognized activities and sports
    • weight and height of members of athletic teams
    • dates of attendance
    • degrees and awards received, and
    • most recent previous educational institution attended by the student.
  • Each semester, Information Technology Services creates an on-campus directory, listing students’ names, local addresses, email addresses and drawer numbers for on campus use only. All students enrolled at Earlham must have a current address on file to enable contact in case of an emergency. Additionally, Marketing and Communications may, from time to time, publish new releases about faculty and student accomplishments that may include student directory information.
  • Students may withhold directory information from publication on campus and/or from distribution to the media by filing the Non-Disclosure of Directory Information Form with the Marketing and Communications Office. When this form is filed online, the Marketing and Communications, Student Life and Registrar’s offices are notified. Student Life retains the directory information and shares it only with those on-campus individuals who have a legitimate educational interest in the student. Marketing and Communications excludes that student in its news release process.
  • Directory information for students who have requested non-disclosure is viewed as confidential and is not released.
  • FERPA permits disclosure without consent to Earlham officials with legitimate educational interests or “need to know.” An Earlham official is a person employed by the institution in an administrative, supervisory, academic, research or support staff position (including Public Safety, Counseling Services and Health Services personnel); a person or company with whom Earlham has contracted (i.e. attorney, auditor or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee.
  • In an emergency, information may be disclosed to protect the health or safety of the student or another person.

    • III. Clerical Note

    Also see 34 CFR 99.3. https://www.ecfr.gov/current/title-34/section-99.3

    Policy specifications

    Last revision: 01/21/2025
    Responsible office: Registrar
    Information Technology Services
    Marketing and Communications
    Student Life
    Approved by: President Paul Sniegowski
    Approval date: 01/03/2012
    Effective date: 01/21/2025
    Related policies: Confidentiality of Educational Records
    Associated division(s):
    Associated audience(s):
    Associated container(s):
    Policy home: https://earlham.edu/policy/directory-information-policy