Policies Governing Student Records

Preamble

The seminary keeps academic and, in the case of M.A. and M.Div. students, field education files until five years after the student's graduation. In the case of candidacy applicants, the office of the vice president for administration assembles a candidacy file. Students and candidacy applicants have the right to review these files in the presence of the administrative assistant, upon request of the administrative officer responsible for maintaining the respective file. In the case of students to whom concerns have been communicated verbally or in writing, it is advised that they consult these files; it is the student's responsibility to know what these files contain and to address concerns documented in them.

  1. Policy for Access to Student Records
    1. With reference to the faculty and authorized staff:
      1. The faculty, the authorized staff, and the associate registrar and assistant to the director of admissions and director of admissions and registrar shall have free access to all materials as needed.
      2. These files shall be returned to the academic office as soon as possible if their use cannot be completed in the academic office. They shall not be left exposed for others to see and use.
    2. With reference to the board of trustees:
      1. The board of trustees receives the admission profile of the student.
      2. Ordinarily the materials on the basis of which the admission profile and candidacy recommendation are written shall be available to the board of trustees. The psychological report shall be provided only upon specific request of the board.
      3. The president or the vice president for academic affairs shall determine when and under what conditions other materials are released to the board.
      4. With the student's permission all materials in his or her file may be released to the board.
      5. In case of an appeal to the board by the student it is understood that the administration is authorized to release any and all materials necessary from the student's file to the board.
      6. Student files shall be open to all board of trustees members who serve on the candidacy committee. The use of this information will be limited to their function on this committee.
    3. With reference to the student:
      1. Academic transcripts are only sent with the student's knowledge or at his/her request. Student fund committees of the Classes are routinely sent copies of his or her academic record.
      2. The student may see his or her grade transcript at any time. He or she is not permitted to use this outside the office or without the presence of office personnel.
      3. All correspondence is open to the student.
      4. Psychological Assessment: This report may be reviewed by the student in the presence of his or her faculty counselor.
      5. The admission application and related recommendations may be reviewed by the student in the presence of a member of the faculty or administrative staff.
      6. Recommendations for admission shall be used to prepare the student's admission profile. The forms for soliciting such recommendations shall specify the non-confidential nature of the recommendation.
      7. Seminary Counselors' Reports: The student shall have access to these reports.
    4. General:
      1. The student's file is confidential and except where permitted and/or requested by the student is not released to others outside the seminary.
      2. In submitting and soliciting material for admission and other requirements the student must understand and agree to the policy outlined in this statement of policy.
  2. Policy for the Retention of Student Records
    1. Field Education materials:
      1. The full field education file will be kept for three years in the office of field education.
      2. After three years, the field education files will be discarded with the exception of the following items that will be placed in the academic file in the vault:
        1. The summary sheet from the master field education notebook.
        2. The field work interview and theological reflection reports.
        3. Correspondence regarding official decisions of the seminary or the board of trustees, such as licensure recommendations and decisions.
        4. Any other correspondence deemed especially important by the director of field education.
      3. After seven years in the academic files, the above mentioned materials will be microfilmed and the original materials will be destroyed.
    2. Academic materials:
      1. Academic transcripts
        1. Original Calvin Theological Seminary transcripts will be stored permanently in the seminary vault.
        2. Transcripts will be microfilmed periodically and the microfilm stored in the vault in the Meeter Center (Rare Book Room).
      2. Academic files
        1. Academic files will be kept in the seminary vault for ten years.
        2. Before being placed in the vault, all unofficial handwritten materials and incidental notes or memos will be removed and reviewed by the vice president for academic affairs and/or director of admissions and registrar before they are destroyed.
        3. Materials in the files will be arranged as follows (bottom to top):
          1. Psychological evaluation.
          2. Pre-registration correspondence (arranged chronologically).
          3. Application form with recommendations and other application materials inside it (ecclesiastical, faculty, autobiography, medical, TOEFL score, and admission profile).
          4. Transcripts (high school, college, and seminary, including the Calvin Theological Seminary working copy).
          5. Transcript evaluation.
          6. Post-registration correspondence and information concerning academic program, such as core adjustments, specific grades, independent study courses, transfer of credit, Th.M. programs, and general academic performance.
          7. Other post-registration correspondence (arranged chronologically) including miscellaneous materials such as Veterans Administration and I-20 forms.
          8. Reports of seminary counselors.
          9. Field education materials that are to be retained.
          10. A sheet indicating the year in which the file was placed in the vault.
        4. After ten years the file will be destroyed after the following materials have been microfilmed:
          1. Letter of admission.
          2. Application form, ecclesiastical recommendation, autobiography, TOEFL score, and admission profile.
          3. All transcripts.
          4. Transcript evaluation.
          5. Post-registration correspondence and information concerning academic program, such as core adjustments, specific grades, independent study courses, transfer credit, Th.M. programs, and general academic performance.
          6. Other post-registration correspondence concerning candidacy and other matters deemed important by the vice president for academic affairs or registrar.
          7. Reports of seminary counselors.
          8. Field education materials as specified above.
        5. The microfilm will be stored in the vault in the Meeter Center (Rare Book Room).
      3. Candidacy Materials
        All candidacy materials will be saved for at least ten years.