Students may inspect all records pertaining to them that are maintained by Grinnell College, with these exceptions: records of College officers in their sole possession and not revealed to any other person; records of the Security Department, Health Center, and Chaplain; confidential letters placed in files before January 1, 1975; financial records of parents; and letters of recommendation to which students have waived the right of access.

Directory information (name, address, telephone listing, electronic mail address, photograph, date and place of birth, major(s), concentration(s), dates of attendance, grade enrollment status, participation in officially recognized activities and sports, weight and height of members of athletic teams, degrees, honors, and awards received, and the most recent educational institution attended) is public, unless the student expressly prohibits its publication in writing no later than seven days after the beginning of classes each semester to the Office of Student Affairs.

All other personally identifiable information is held in confidence by all Grinnell personnel and is not released to others except on the written authorization of the student (This authorization must include specification of the parties or class of parties to which access is granted).

However, the College may grant access to student records without the consent of the student to the following parties:

• Grinnell officers, as may be necessary in the normal course of the educational and administrative functioning of the College. Members of the faculty and administration and the personnel of their offices shall havesuch access as may be necessary in the normal course of the educational and administrative functioning of the College.
• Parents of financially dependent students (as defined by the Internal Revenue Service).
• Officers of other educational institutions in which the student seeks or intends to enroll.
• Parties in connection with the granting of financial aid to the student.
• Persons conducting educational or research studies about colleges and students, with the provision that only aggregate (not personally identifiable) data will be made public.
• When there exists a bona fide health or safety emergency.
• Certain state and federal officials as mandated by law. (Law enforce-ment officers are not included. They are granted access to student recordsonly on the written consent of the student or in case of a court order or subpoena. In the event of a lawful subpoena, with which the College must comply, Grinnell attempts to notify the student that a subpoena has been served and also contacts the College counsel unless the subpoena directs the college to not notify the student.)

Grinnell maintains, as part of the educational record of the student, a record of all requests for access (whether or not the requests were granted). This record includes the name of the party requesting the information, the date, and the legitimate interest this party had in requesting the information.

Such records are not maintained when the student personally inspects his or her records, when disclosures are made at the request of the student, and when disclosures are made to Grinnell offices.