A file is kept in the Education Office on each student pursuing a program in teacher preparation. The file includes biographical information, records of progress toward completion of requirements, the recommendations from the Admission and Retention Committee (ARC), the evaluations from field placements and eventually, a copy of the licensing application. The Professional Educator Licensing and Standards Board (PELSB) requires such a file to be kept on teacher candidates.
In compliance with Public Law 93-380 Family Educational Rights and Privacy Act of 1974, release of personal information without written consent of a student is prohibited. The student's personal file, including letters of recommendation written after January 1, 1975, are open or closed, depending on the student's choice. With an open file, the student may read what is in his/her file but the student is the only one outside the office who has access to it.
After a student decides on an open or closed file, he/she must complete the Open/Closed File form in the Educational Foundations class. Students who have not completed this form should see the SOE Administrative Assistant.
If the student decides on an open file, the student's signature releases the writer from any liability resulting from comments that are written. The form, with the signed statement, is kept in the student's file.
With a closed file, the letters of recommendation, evaluations and other file submissions, are kept confidential. The student may not see what is included in the file. Students are strongly urged by the SOE to choose an open file, allowing more flexibility and selection in placement information as well as facilitation of the evaluation process.
Students and graduates requesting information from their departmental file must make that request with the School of Education.