Student Conduct files are retained in the office of Community Standards and Care for seven (7) years after the Student graduates or is no longer financially enrolled at Kentucky State University. Student Conduct records involving Student Groups or RSOs will be retained permanently if the case results in an outcome of Recognition Suspension/Revocation. Student conduct decisions resulting in sanctions of University Suspension/Expulsion will be retained permanently. Student records that are not related to Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act reporting and/or are not related to suspension/expulsion from the University may be destroyed after a Student’s degree is conferred if a written request is received from the Student. Academic records are maintained in the offices of admissions, Registrar, Academic Deans, chairpersons of departments, and directors of graduate and interdisciplinary programs. The Office of Health, Counseling and Student Wellness keeps health records. University policy, FERPA, and Section 164.283 of the Kentucky Revised Statutes strictly control the information that may be given out about Students. Unless Students specifically waive their rights under these statutes or the University receives a properly served subpoena, only the following directory information may be released:
Forms are available to waive a Student's FERPA rights for non-student conduct records in the Registrar's office, and forms are available to waive student conduct FERPA records in the office of Community Standards and Care. Absent a written waiver or properly served subpoena, educational information may be released to school officials who have a legitimate educational interest in the information. Certain records may be released to appropriate officials in situations which are life threatening. Under FERPA, parents of Students over 18 years old have no automatic right to access the Student's records without the Student's consent, even if the Student is an economic dependent.