Southern Polytechnic State University

Undergraduate Academic Catalog 2011-2012

Student Records

In accordance with the policy of the Board of Regents of the State of Georgia and under the provisions of the Family Education Rights and Privacy Act of 1974, Southern Polytechnic State University maintains various educational records for each matriculating student.

These records are considered confidential and will not be released for use outside the institution without the written consent of the student. Exceptions as authorized by the Act are noted.

Directory Information

Southern Polytechnic maintains student information in various forms. Students who desire that "directory information" not be released without consent should so notify the Registrar's Office in writing. The following may be included as "directory information" unless notification is received to the contrary:

student's name

place of birth

current enrollment status

dates of attendance

major field of study

participation in officially recognized activities and sports

degrees and awards received


weight and height of members of athletic teams

prior college(s) attended

Policies and procedures

Specific policies and procedures for the maintenance of student records according to the Board of Regents of the University System of Georgia and the test of the Family Educational Rights and Privacy Act of 1974 are available for review in the Registrar's Office.

Destruction of Records

The complete academic record of all matriculating students will become permanent records of the institution. Following the third continuous term of non-enrollment by a student, the nonacademic records will be placed in an inactive, but accessible status. Following the end of the ninth year of inactive status, the nonacademic records will be purged and destroyed by the official responsible for their maintenance.

Students also have the right to file complaints with the FERPA Office of the Department of Education, Washington, D.C., 20201, regarding alleged violations of the Act.