Title
Policy on Release of New-Student Information
Introduction
Purpose
The University of North Carolina at Chapel Hill and the Office of Undergraduate Admissions recognize the importance of responsible, appropriate, and effective communication with entering undergraduate students. This policy defines the guidelines for the release of new-student information for the purpose of communication prior to the start of a student's first semester. The definition of "entering undergraduate students," hereafter referred to as "new students," applies to those students who have been admitted but are not yet attending classes in the term to which they have been admitted. To guide this effort, a steering committee comprised of members from the offices of Undergraduate Admissions, Undergraduate Curricula, Student Affairs, University Counsel, Registrar, and Student Government created the following policy.
Scope of Applicability
This policy applies to requests for undergraduate, new-student and family contact information.
Policy
Release of Information to the Public
Information about applicants for admission is not a public record, and the University is not required to release it. When students enroll at the University, the federal Family Educational Rights and Privacy Act (FERPA) gives students the right to restrict access to their "directory information" and prevent it from being released. The campus FERPA policy provides a detailed overview of the disclosure and non-disclosure of all student data by the University. In order to allow each new student an opportunity to decide whether to restrict access to "directory information," the University does not release that information on new students to the public until after the last day for late registration for the Fall semester. After this date, requests for this information should be submitted directly to the Office of the University Registrar.
Release of Information to University Departments
University departments that need contact information - name, address, telephone listing and/or email address - in order to communicate with new students and their families must request that information from the Office of Undergraduate Admissions and must submit the proposed communication with the request.
The Office of Undergraduate Admissions will provide the contact information to University departments in order to help them communicate essential and time-sensitive information that:
- Assists new students in completing the steps they must take to ensure their enrollment at the University; and/or
- Helps new students prepare for a successful transition into the campus community, so that they might thrive academically and socially and complete their degrees on time.
The Office of Undergraduate Admissions will review the text of each request to assure that the communication meets the above guidelines. Before receiving the requested information, the department or organization must sign a statement acknowledging:
- It will use the information only for the specific purpose in the stated request.
- It will not release or redistribute the information to any other party.
- It will follow appropriate record protection policies.
- It will securely destroy the information on or before the date specified in the data request, or no later than the last day for late registration for Fall semester, whichever comes first, and it will certify to the Office of Undergraduate Admissions that it has destroyed the information.
University-Affiliated Groups/Recognized Student Organizations
University-affiliated groups, including recognized student organizations, may only receive name, address, telephone listing and/or email address information for new students and their families if their request meets the criteria set forth above and the new students have granted permission to the Office of Undergraduate Admissions to release their information.
Definitions
New students: Applies to those undergraduate students who have been admitted but are not yet attending classes in the term to which they have been admitted.
Contact information: Data that are necessary to communicate with students and their families. These include preferred and legal names, physical mailing addresses, email addresses, and phone numbers of new students and those whom they have identified as parents, step-parents, or guardians.
University-Affiliated Groups/Recognized Student Organizations: Entities, including student organizations, that are associated with the University, but operate independently. The University does not sponsor the activities associated with these groups.
Related Requirements
External Regulations and Consequences
University Policies, Standards, and Procedures
Contact Information
Policy Contact
UNC-CH Office of Undergraduate Admissions
Phone: 919-966-3621
Email: unchelp@admissions.unc.edu
Website
Other Contacts
UNC-CH Office of the University Registrar
Phone: 919-962-3954
Website
History
Policy Title: Release of New-Student Contact Information
Effective Date: January 2, 2009
Last Revised: March 9, 2020