Students

When you applied to become a student you were told how the University would use your personal information to process your application and for related purposes (see link to Privacy Statement for Applicants). You were referred to this webpage for a fuller statement of the uses we make of your personal information while you are a student at Andrews University. In addition to the information published here, when you use specific services and facilities offered by the University, you will be told about any other uses of your personal information. For example, there are separate statements for students who engage with the Counseling and Testing Center or Student Success, and individual Departments may supplement this webpage with more specific information for their students.

The information published here applies to the use, sharing and disclosure of your personal information by Andrews University including its departments in both the academic and financial realm. The University works together closely and shares your personal information for a variety of academic, administrative and statistical purposes in accordance with agreed protocols.

The University will keep a record of the details you provided on your application form, any supporting documents requested as part of your admission and additional details provided by recommendations. We will also collect and maintain records about your studies at Andrews University, and about your use of the academic and non-academic services (Financial, Student Life) that we offer. The personal information collected will include data as follows:

• Admissions/FAFSA/Registration Central: name, local and home address, phone number, email address, social security number, emergency contact, date of birth, marital status, race/ethnicity, gender
• Academic: program of study, grades
• Financial: income, tax information, personal finance, payments

Your personal information is created, stored and transmitted securely in a variety of paper and electronic formats, including databases that are shared within the University (such as the main student records database Banner, Griggs SIS, Learning Hub, CBORD, Ellucian Analytics, CRM, Central Application System, Adventist Enrollment Association Common Application, Advocate, Campus Safety (parking), Virtuagym, DARA, library systems). Access to your personal information is limited to University employees who have a legitimate interest in it for the purpose of carrying out their contractual duties (refer to FERPA statement), and our use of your personal information will not be excessive.

In addition to this, the University may process some information about you that is classed as ‘sensitive’ or ‘special category’ personal data, and which requires additional protections. This includes information concerning your ethnicity, sexual orientation, religious beliefs or health/disability that we use for planning and monitoring purposes, or in order to provide care, help or suitable adjustments. For certain courses of study, other sensitive information may be processed, such as information about past criminal convictions, working with children or vulnerable adults, and your fitness to practice in certain regulated professions. Access to, and the sharing of, your ‘sensitive’ personal data are controlled very carefully. You will normally be given further details about our use of any such data when we collect it from you.

The University will process your personal information for a range of contractual, statutory or public interest purposes, including the following:

• To deliver and administer your education, record the details of your studies and determine/confirm your academic achievements (e.g. degree conferral, distinctions).
• Where relevant, to monitor, evaluate and support your research activity.
• To administer the financial aspects of your relationship with us, any sponsors, and organizations.
• To deliver IT services to you.
• To deliver facilities and services to you (e.g. athletics, libraries, accommodations, careers).
• To enable your participation at events (e.g. social events, co-curricular activities, graduation).
• To communicate effectively with you by mail, email, text and phone, including the distribution of relevant newsletters and social media.
• To operate security (including video surveillance), governance, disciplinary (including plagiarism and academic misconduct), complaint, audit and quality assurance processes and arrangements.
• To support your training, medical, safety, welfare and religious requirements.
• To compile statistics and conduct surveys and research for internal and statutory reporting purposes.
• To fulfill and monitor our responsibilities under applicable federal and state regulations including immigration and public safety legislation.
• To enable us to contact others in the event of an emergency (we will assume that you have checked with the individuals before you supply their contact details to us).

We consider the processing of your personal information for these purposes to be either necessary for the performance of our contractual obligations with you (e.g. to manage your education, student experience and well-being while studying at Andrews University), or necessary for compliance with a legal obligation (e.g. visa monitoring), or necessary for the performance of tasks we carry out in the public interest (e.g. teaching and research), or necessary for the pursuit of the legitimate interests of the University or an external organization (e.g. to enable your access to external services). We require you to provide us with any information we reasonably ask for to enable us to administer your student record. If we require your consent for any specific use of your personal information, we will collect it at the appropriate time and you can withdraw this at any time. Where we ask for any sensitive information, such as that concerning your ethnicity, sexual orientation, religious beliefs or health/disability, you will normally have the option to refuse your consent by not supplying it. We will not use your personal information to carry out any wholly automated decision-making that affects you.

As described above, your personal information is shared with relevant employees at Andrews University as required. In addition, it is shared as permitted or required by law, on a considered and confidential basis, with a range of external organizations, including the following:

• Your donors and/or sponsors.
• The providers of any external/collaborative learning and training placements or fieldwork opportunities.
• External examiners and assessors, and external individuals involved in relevant University committees or procedures.
• Relevant Government Departments (e.g. Department of Education, State of Michigan, Department of Health, US Immigration).
• Any relevant professional or statutory regulatory bodies (e.g. National Survey of Student Engagement).
• The relevant University student clubs in order to facilitate your membership of those bodies.
• On occasion and where necessary, the police and other law enforcement agencies.
• On occasion and where necessary, auditors.
• Companies or organizations providing specific services to, or on behalf of, the University and/or one of its departments.

We will normally provide verification to third parties. Your name and the type of degree awarded will be published in the relevant graduation program.

Andrews University has the right to disclose “directory information” without the written consent of the student, unless the student has informed the University Registrar in writing of his/her refusal to permit the dissemination of directory information. A “Request for Non-disclosure” may be obtained at the Office of Academic Records. The University has designated the following information as “directory information”: name, local address, local telephone number, Andrews University email address, gender, marital status, hometown, date and place of birth, school, academic program (degree, major and minor), enrollment status, class standing/classification (i.e., freshman, sophomore, junior, senior or graduate), participation in officially recognized activities, dates of attendance, degree(s) received, honors and awards and photographs. Even where directory information may be released, Andrews University reserves the right to withhold such information from third parties.

In addition, Andrews University may forward education records, without the student’s consent, to school officials of other institutions of postsecondary education at which the student seeks or intends to enroll, or where he/she has already enrolled, so long as the disclosure is requested for purposes related to the student’s enrollment or transfer. For more information, please visit the University FERPA website at www.andrews.edu/go/ferpa. Other than as set out above, we will not normally publish or disclose any personal information about you to other external entities or organizations unless you have requested it or consented to it, or unless it is in your vital interests to do so (e.g. in an emergency situation).

After you graduate your academic record is retained indefinitely so that the details of your academic achievements can be confirmed and for statistical or historical research. Your contact information is available to the Development and Alumni Offices while you are still a student so that you can be added to the alumni database. A statement for alumni and donors setting out how their personal information is used by the University is published at https://www.andrews.edu/services/its/data-privacy/alumni-donor.html; you will receive more details at the appropriate time.

You have the right to access the personal information that is held about you by the University. Further details are published at __________.

You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict/object to processing (including the receipt of direct marketing) or to receive an electronic copy of the personal information you provided to us. Please note that all of these rights are qualified in various ways.

You have the right to access the personal information that is held about you by the University. Further details are published at __________.

We store your personal information as part of your student record for the duration of your studies (and it may be used as part of our assessment of any future application you make for further studies at Andrews University). Information about how long different types of information are retained by the University is published at https://www.andrews.edu/services/archives/schedules/general/2019-02-14-general-rrs.pdf.