Student Records Policy

The Family Educational Rights and Privacy Act of 1974, as amended ("FERPA") is a federal law that gives students certain rights with respect to their education records. In accordance with this Act and with Harvard policy, the files of all Harvard Business School applicants and students are confidential (except for directory information, defined later in this policy).

Education Records

Harvard Business School routinely maintains records for its students that describe and document their work and progress. These education records generally include records such as permanent and local addresses, admissions records, enrollment status, course grades, reports and evaluations, completion of requirements and progress toward the degree, records of disciplinary actions, letters of recommendation, and other correspondence with or concerning the student.

Access

To be useful, students' records must be accurate and complete. The officials who maintain them are those in charge of the functions reflected in the records and the offices where the records are kept. These ordinarily include the Registrar of Harvard Business School, and may include other institutional officials.

All students have access to their own education records and may contribute to them if they feel there is need for clarification. DBA students wishing access to their education records should contact Angela Valvis, avalvis@hbs.edu or in person at Doctoral Programs Office, Wyss House 104. Ordinarily, students are asked to submit a written request that identifies the specific record or records they wish to inspect. Access will be given within 45 days from the receipt of the request. When a record contains information about more than one student, the student requesting access may inspect and review only the portion of the record relating to them. Students also are not permitted to view letters and statements of recommendation to which they waived their right of access, or that were placed in their file before January 1, 1975. PhD students wishing access to their education records should contact the Harvard University Faculty of Arts and Sciences Registrar's Office.

Students should direct any questions they have about the accuracy of records to the person in charge of the office where the records are kept. If questions still remain, the matter may be referred to Jen Mucciarone, Managing Director, Doctoral Programs Office.

Should it be necessary, a hearing may be held to resolve challenges concerning the accuracy of records in those cases where informal discussions have not satisfactorily settled the questions raised.

Directory Information

Although ordinarily students must consent to the disclosure of information from their education records, FERPA allows certain types of information, known as "directory information," to be made available to the general public. Harvard Business School regards the following information as "directory information": name, address, telephone number, email address, image, network ID, dates of enrollment, anticipated or actual graduation date, degrees, prior degrees, and recent educational institutions attended. Please note that the Registrars of Harvard College and of Harvard's graduate and professional schools have jointly adopted a set of Common FERPA Directory Information Elements, available here. Because Harvard University's definition includes all of the elements on the Common List, requests for directory information received at the University level rather than by the Harvard Business School may result in the disclosure of additional elements.

Students may direct Harvard Business School and Harvard University Graduate School of Arts and Sciences not to disclose their directory information, usually known as putting in place a "FERPA Block." To do so, students must go to the HU Faculty of Sciences Registrars Office to submit a request and inform Angela Valvis in the Doctoral Programs Office. A student who is cross-registered at more than one Harvard school must submit separate FERPA Block requests to each school.

Students should be aware of the possible consequences of putting in place a FERPA Block, such as missed mailings, messages, and announcements, non-verification of enrollment or degree status, and non-inclusion in the Harvard Commencement booklet. Students who have previously chosen to put in place a FERPA Block may decide to reverse this decision by informing in writing the schools at which they have requested a Block.

Other Disclosures Permitted Under FERPA

In addition to permitting the disclosure of directory information, as set forth above, FERPA permits disclosure of educational records without a student's knowledge or consent under certain circumstances. For example, disclosure is permitted to Harvard officials with a legitimate educational interest in the records, meaning that the person needs the information in order to fulfill one's professional responsibilities, including instructional, supervisory, advisory, administrative, academic or research, staff support or other duties. "Harvard officials" include: faculty; administrators; clerical employees; professional employees; Harvard University Health Services staff members; Harvard University Police Department officers; agents of the University, such as independent contractors performing functions on behalf of Harvard Business School or the University; members of Harvard's governing boards; and students serving on an official Harvard Business School or University committee, or assisting another Harvard official in performing their tasks.

A student's education record also may be shared with parties outside the University under certain conditions, including, for example, in situations involving a health and safety emergency. In addition, Harvard Business School will forward a student's education records to other agencies or institutions that have requested the records and in which the student seeks or intends to enroll or is already enrolled so long as the disclosure is for purposes related to the student's enrollment or transfer.

If Harvard Business School finds that a student has committed a disciplinary violation involving a crime of violence or a non-forcible sex offense, then it also may, if legally permitted and in the Harvard Business School's judgment appropriate, disclose certain information about the disciplinary case. The disclosure may include the student's name, the violation committed, and the sanction imposed.

Student Rights Under FERPA

As set forth above, under both Harvard policy and FERPA, students and former students may inspect and review certain of their education records that are maintained by Harvard. They also have the right to: exercise limited control over other people's access to their education records; seek to correct their education records if they believe them to be inaccurate, misleading, or otherwise in violation of their FERPA rights; file a complaint with the U.S. Department of Education if they believe Harvard has not complied with the requirements of FERPA; and be fully informed of their rights under FERPA.

Complaints regarding alleged violation of rights of students under FERPA may be submitted in writing within 180 days to the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, S.W., Washington, DC 20202-5920.

For More Information

Finley Foster, Doctoral Programs Office, ffoster@hbs.edu