Directory Information Policy

Disclosure of Directory Information

Earlham College routinely shares basic directory information about students with members of the Earlham community and with the public in accordance with The Family Educational Rights and Privacy Act.

Each semester, the Student Development Office creates an on-campus directory, listing students’ names, local addresses, phone numbers, e-mail addresses and drawer numbers. All students enrolled at Earlham must have a current address on file to enable contact in case of an emergency.

Throughout the year, the Public Affairs Office incorporates directory information into news releases about students’ accomplishments. Public Affairs defines directory information to include the following items:

1. student name, campus address, campus phone and e-mail address;
2. student’s hometown and state;
3. identity of parents, guardians or next of kin;
4. major field of study and year of graduation;
5. dates of attendance, and degrees and awards received;
6. most recent previous educational agency or institution attended by the student;
7. participation in officially recognized college activities and sports;
8. photographs (as available);
9. weight and height of members of athletic teams.

News releases are routinely sent to students’ hometown newspapers. Please note that students’ campus addresses, phones and e-mails are not shared with the media.

Non-Disclosure of Directory Information

Students have the right to refuse permission to print their directory information. Students may withhold directory information from publication on campus and/or from distribution to the media by filing the Non-Disclosure of Directory Information Form with the Public Affairs Office annually. Public Affairs will share the non-disclosure request with the Student Development Office. Student Development will then retain directory information and share it only with those on-campus individuals who have a legitimate educational interest in the student. Public Affairs will exclude that student in its news release process. Non-Disclosure of Directory Information Forms are available in the Public Affairs, Registrar’s and Student Development offices.

In general the College does not release directory information to any off-campus vendors or agents, unless required to do so by law. Directory information for students who have requested non-disclosure is viewed as confidential and is not be released to other students.

One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic, research or support staff position (including law enforcement personnel and health staff); a person or company with whom the College has contracted (i.e. attorney, auditor or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee.

In an emergency, information may be disclosed to protect the health or safety of the student or another person.