Right to Review Records
Students attending Mitchell Hamline have the right to review their educational records, which consist of official records and files maintained by the school’s offices. Personal files maintained by instructor or staff are excluded from coverage under this policy. Files maintained by the Security Department are confidential, except for incident reports, which may be viewed by the student involved in the incident and noted in crime statistics that must be published annually. Personal files are records that are kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the record.
Procedure for Requesting Review of Student Records
- A student’s request to review their records should be made to the administrator in charge of the office in which the records are on file, or to their designee. The law school office may require the request to be in writing.
- The request is granted within a reasonable time, not to exceed 45 days after the request is made.
- The student inspects and reviews the records in the presence of the administrator in charge, or their designee.
- During the process of inspection and review, records can neither be changed nor deleted.
- The student shall be advised of their right to challenge any portion(s) of the school record and of the procedures to challenge the record.
- Upon written request, the student shall be provided with a copy of any portion(s) of their school record, with the exception of copies of transcripts and other official documents provided by other educational institutions to the law school.
Hearing to Challenge Contents of Records
In accordance with federal law, students shall have an opportunity for a hearing to challenge the contents of their school records to ensure that the records are not inaccurate, misleading, or otherwise in violation of the privacy or other rights of students, and to provide an opportunity for the correction or deletion of any inaccurate, misleading, or otherwise inappropriate data contained therein.
Procedure for Challenging Content of Student Records
A student may request, in writing, an opportunity for a hearing to challenge the contents of their school record. A request should be made to the Dean or the Dean of Students. The request must:
- identify in specific terms the portion(s) of the record challenged, and
- state the reason(s) for challenging the portion(s) of the record so identified; and state the remedy sought (i.e., the addition, alteration, or deletion of specific information under challenge).
The written challenge shall be maintained as part of the record or file in question until the hearing has been concluded.
- The hearing may be in person, or in the case of a hybrid student, may be held via telephone or video meeting.
- The hearing is conducted by the Dean or his or her designee.
- The hearing is granted within 15 working days after the request is received.
- Prior to the hearing, the hearing officer shall notify the student and the law school official representing the record of the time, place, and date of the hearing and of the specific portion(s) of the student’s school record to be challenged in the hearing.
- The law school official responsible for the student record under challenge, or their designee, shall represent that record in the hearing.
- The hearing shall be limited to a consideration of the specific portion(s) of the student’s school record being challenged.
- The student has the right to be assisted by an advisor of their choice.
- The burden of sustaining the challenge rests with the student.
- The student and the law school official have the right to present evidence and witnesses directly related to the portion(s) of the student’s record being challenged.
- The hearing officer shall keep a taped record of the hearing.
- The hearing officer must provide the student with a written notification of the disposition of the challenge including the reason(s) for the disposition.
- At the conclusion of the hearing, the hearing officer may make find: a) the record may stand; b) the record may be corrected; or c) the record may be deleted.
Access to Student Records
Students attending Mitchell Hamline School of Law have the right to know who has access to their records and the reason for that access. Accordingly, offices with students’ education records must maintain a record listing the names of all parties, other than school officials with a legitimate educational interest, who requested or obtained access to and/or copies of student records. This record must be shown to students requesting such information.
Release of Information
Federal law prohibits, in most circumstances, disclosure of personally identifiable information from the student record except by written consent of the student. Federal law permits the disclosure of directory information about students without prior consent. “Directory information” includes:
- email address
- telephone number
- participation in recognized activities such as competitions and publications
- dates of attendance
- degree and awards received
- most recent previously attended school
- year in law school
- part-time or full-time status
Under ordinary circumstances, lists of students are not provided to individuals and/or organizations. The school and Student Bar Association reserve the right to publish a student directory listing the names and addresses of students.