Disclosures & Compliance

Bethany Theological Seminary is accredited by two agencies: the Association of Theological Schools and the Higher Learning Commission.

Bethany is authorized by the State of Indiana to operate and to grant degrees. It is approved by the State of Indiana through its Commission for Higher Education to participate in the National Council for State Authorization Reciprocity Agreements. NC-SARA is a voluntary, regional approach to state oversight of postsecondary distance education. If the institution is approved by the home state and the state is approved by NC-SARA, then the institution is approved to deliver distance (online) education in all states that have joined this oversight organization. As a result, Bethany Theological Seminary is approved for distance (online) education through NC-SARA. This currently includes forty-nine states, Puerto Rico, and the District of Columbia.

Please see more on each accrediting agency, our state authorization, and how to contact these entities with any related concerns about Bethany by clicking here.

While Bethany strives to do all things with integrity, honesty, and quality, students may have concerns and may wish to file a complaint to be reviewed and addressed.

Individuals who wish to file a complaint regarding academic coursework or any other concern should follow the policy outlined in the Student Handbook: first discuss the concern with the professor (or other appropriate individual), then submit the concern or complaint to the academic dean who serves as the complaint officer. If appropriate, a review panel (typically the president, the academic dean, and another faculty member) will be convened to review and investigate such complaints to resolve the issue. The academic dean may be contacted by phone at 765.983.1815 or via email at deansoffice@bethanyseminary.edu.

Individuals who wish to file a complaint regarding a perceived violation of an accreditation criterion or standard should follow the process outlined here.

For complaints related to sexual misconduct, sexual harassment, or Title IX, please visit Bethany’s Title IX Information page.

Bethany Theological Seminary offers all courses at the graduate level, and it maintains a policy for assigning academic credit hours relative to expected course workload. Procedures for the assignment and review of credit hours and workload are also outlined in the policy, which can be viewed here.

All tuition and fees related to Bethany programs and courses can be found on our website by clicking here.

Transfer Credits

Bethany Theological Seminary accepts a limited number of transfer credits from other institutions, as described in the following policy:

Transfer Credit Policy:

Credit for coursework completed at other institutions, as documented on official transcripts, may be transferred to Bethany with the following stipluations:

1. The institution is accredited by the Association of Theological Schools and/or a recognized regional accrediting agency
2. The coursework is done at the graduate level
3. The coursework received a letter grade of B- or higher
4. The coursework was completed no more than ten years prior
5. The coursework contributes to the curricular program the student is pursuing at Bethany.

Students may transfer up to half of their program; the other half of the program must be completed through Bethany. MDiv students may transfer up to 36 credits of coursework taken at another institution, MA students may transfer up to 21 credits of coursework, and MASST/MATW students may transfer up to 18 credits of coursework. Graduate certificate students may transfer up to 6 or 9 credits, depending on whether the certificate requires 15 or 18 credits. Transfer credit is generally restricted to courses in one or another of the curricular areas described in the Bethany catalog. All transfer credits must be approved by the Academic Dean. Any exceptions to the above transfer credit policies will be brought by the Academic Dean to the Educational Policies and Advisory Committee (EPAC) for consideration.

Further information and details about transfer credits can be found in Bethany’s Academic Catalog, which can be downloaded here.

 

Articulation Agreements with Other Institutions

Bethany Theological Seminary has several articulation agreements with other schools and organizations that assist in fulling our educational mission. Please see the Deans Office for details on any of these arrangements.

In moving to Richmond, Indiana, in 1994, Bethany entered into a new affliliation with the Earlham School of Religion (ESR), a seminary of the Society of Friends (Quakers). A common campus, a joint curriculum, and a shared library are all part of this affiliation between the two schools. Bethany and ESR work collaboratively to expand curricular offerings between the two schools, enjoying “open cross-registration” between the institutions through a joint course schedule.

Bethany students have opportunities to draw on the resources of a wider circle of theological schools. Along with the Earlham School of Religion, Bethany has cross-registration agreements with Anabaptist Mennonite Biblical Seminary (AMBS) in Elkhart, Indiana; United Theological Seminary in Dayton; Payne Theological Seminary in Wilberforce, Ohio; and Christian Theological Seminary in Indianapolis.

Bethany is a sponsoring school of the Hispanic Scholars Program, which provides cross-registration for courses taught by Latine instructors at partner HSP seminaries.

Bethany also has agreements with two entities to provide graduate courses and practical experiences that support the Master of Arts in Spiritual and Social Transformation (MASST) program in its Non-Profit Leadership and Spiritual Practices and Direction Paths: Eastern Mennonite University and Oasis Ministries in Pennsylvania, respectively..

Bethany and three Brethren-related schools (Elizabethtown College, Manchester University, and McPherson College) have an agreement to enroll a limited number of advanced undergraduate students in select graduate certificates and degree programs as part of a 3/1 and 3/2 educational partnership.

Bethany Theological Seminary reports data annually on the effectiveness of our educational programs and student success, which can be accessed here.

Policy Statement on Students with Disabilities

As a Seminary community, we approach a policy such as this from both moral and legal bases. We desire to be a community of equal opportunity in learning and extracurricular activities for all our students. We choose to begin our policy statement with the following quote from the National Council of Churches (NCC) which articulates the motivation toward equality within the lives of followers of Christ.

“Indeed, the body does not consist of one member but of many.” (1 Corinthians 12:14)

One in five Americans lives with impairment that significantly limits one or more major life activities. Virtually everyone will live with a disability at some time in life. Concepts of justice for people with disabilities have evolved beyond paternalism toward the ideals of full participation and inclusion in all aspects of life. Disability rights and self-advocacy movements have emerged. At the national level, landmark laws such as the Rehabilitation Act, the Individuals with Disabilities Education Act (IDEA), and the Americans with Disabilities Act seek to assure the same rights to people with disabilities that are guaranteed to all other people in our society.

The religious community also has taken a number of initiatives. Beginning in 1958 and as recently as 1995, the NCC has affirmed its belief in the dignity and worth of all people, including those of us with disabilities. Most NCC member communions have issued statements calling for the full inclusion of people with disabilities in all aspects of church life. In spite of these efforts, attitudinal, communication, and architectural barriers remain. The church has served as a point of entry for many marginalized individuals into the mainstream of society. Now the time has come for the NCC to reaffirm and broaden its commitment to people with disabilities.

This policy statement rests upon eight theological principles.

1. All people are created in the image of God
2. “Then God said, ‘Let us make humankind in our image . . .” (Genesis 1:26) God creates all human beings in the divine image or likeness. This image is not a measurable characteristic or set of characteristics. God’s image is reflected uniquely in each person.
3. All people are called by God
4. “For we are what (God) has made us, created in Christ Jesus for good works, which God prepared beforehand to be our way of life.” (Ephesians 2:10) God calls all human beings to express the divine image through their unique characteristics. Each person’s characteristics, including disabilities, are inseparable and valuable features of the unique, indivisible person.
5. All people have special gifts
6. “Now there are varieties of gifts but the same spirit. . .” (1 Corinthians 12:4) God supplies all human beings with the unique gifts needed to obey the divine call. All other people need the gifts God has given to each person, and no one is dispensable or unnecessary.
7. All people are invited to participate in God’s ministry
8. “To each is given the manifestation of the Spirit for the common good.” (1 Corinthians 12:7) God invites all human beings to rely on and participate in the ministry of the church.

God continually empowers each member of the Body of Christ to reflect the divine image in ways that will serve and benefit the church and the broader community.

Statement of Non-Discrimination 

Bethany Theological Seminary does not discriminate on the basis of disability in the administration of the education programs and activities, including admission practices, and access to their programs and services. The purpose of this policy is to ensure that students with disabilities have maximal independence and full integration into campus life and shall be prepared for further education or employment. Bethany’s efforts to accommodate people with disabilities will be measured against the goal of full participation and integration. Services and programs to promote these benefits for people with disabilities shall complement and support, but not duplicate, the Seminary’s regular services and programs.

A person with a disability shall be ensured access as all others to programs, opportunities, and activities at the Seminary. Information concerning the provisions of the Americans with Disabilities Act of 1990 and the Rehabilitation Act of 1973, Section 504 (hereafter referred to as the Acts), the rights provided there under, and specific policies regarding non-discrimination of students with disabilities are available from the Director of Student Development at the Seminary.

Definitions of Disability

The standard definition of a person with a disability is any person who has a physical or mental impairment that substantially limits one or more of the major life activities of such an individual, or any person who has a record of such an impairment or who is regarded to have such an impairment. Disabilities fall into several broad categories such as learning, physical, mental and health impairments.

1. Learning disabilities: Capable students are sometimes found to lack the cognitive tools necessary to read, listen, speak, write, or calculate on a level comparable to their intelligence. To be legally recognized and supported within the Seminary as a “disabled” student, this student needs to provide documentation of diagnosis and methods of testing administered by either an education specialist, a psychologist, or other qualified examiner.
2. Mental disorders disability: Common mental health diagnoses affecting students are: depression, bipolar disorders (manic/depressive), anxiety disorders, Post Traumatic Stress Disorder (PTSD), panic disorders, and sleep disorders. Disorders less frequently seen in students are schizophrenia, and schizoaffective or character disorders. A single episode of a mental disorder does not constitute disability. The student needs to submit information regarding what medications and/or treatment s/he is receiving and any side effects attendant with medication usage.

In making a determination as to whether the student is disabled by his/her condition, the Seminary will consider all the circumstances associated with the condition and treatment and make an individualized determination as to the severity of the condition.

3. Physical disabilities: Common chronic and debilitating physical conditions might include, but are not limited to examples such as blindness, poor vision, deafness, poor hearing, speech impairments, long term need for a wheelchair, AIDS, HIV positive, epilepsy or Chronic Fatigue Syndrome (CFS). To qualify as a disabled student, the disability must be diagnosed and documented by a medical doctor or other qualified examiner.

Confidentiality of Students with Disabilities 

The Seminary is committed to protecting the privacy and dignity of all students. In compliance with the Acts, along with the Family Education Rights and Privacy Act, the Seminary agrees to request only such information that is deemed necessary to enable students or potential users of the facilities to appropriately access such facilities and services. Moreover, the Seminary will not disclose such information beyond that authorized by these laws.

The Seminary will maintain the confidentiality of a student’s medical and academic records. Among the reasons that the Seminary may disclose information about a student’s disability are the following:

1. Faculty, staff, and other appropriate parties, including tutors, may be informed of a student’s disability for the purpose of facilitating essential aid and accommodations. Every attempt will be made to inform the student when confidential information has been passed on.
2. First aid and safety personnel may be informed when necessary, if the student requires emergency treatment.
3. Government officials investigating compliance with the Acts shall be provided with relevant information upon request.
4. No representative of the Seminary may make public, to individuals or a group — such as a classroom of students — information regarding the disability of a student, except when the conveyance of such information meets the above-mentioned conditions or unless authorized to do so by the student.

Reasonable Accommodations

The Seminary is committed to provide a seminary education that prepares individuals with disabilities for ministry. The nexus of accommodating students’ disabilities lies in the faculty and student relationship. Instructors and advisors work together to provide accommodations appropriate for the student, while at the same time maintaining institutional standards so that all students receive a comparable graduate-level education.

Reasonable accommodations are those that help the student but do not cause undue hardship on the institution. Some examples of reasonable accommodations are:

1. Extra time to complete tests and assignments may be granted.
2. Students may be allowed to tape classroom lectures and discussions.
3. Students may be allowed to photocopy another student’s class notes.
4. Directions are given clearly and in both oral and written forms.
5. Instructors are available for discussion and questions between class meetings. Example: posted “Office Hours.”

All requests for accommodations must be viewed in their proper context. In some cases, the Seminary would need to deny a requested accommodation because it would render the student not qualified to pursue his/her education.

Other accommodations may be denied based on cost, whereby the Seminary can afford equal access for lesser cost. In some cases, a requested accommodation would result in an undue burden, put the student or others at risk, result in a fundamental alteration of the program or be fundamentally unfair to the other students.

If a student wishes to challenge the denial of a particular accommodation, s/he may do so by filing a complaint with the Academic Dean who has been designated the Seminary’s complaint officer. The Academic Dean will review the complaint in accordance with our policy and procedures and promptly reach a resolution.

Students with an accommodation plan will abide by the Assignment Deadline Policy contained in the Student Handbook.

Implementation

General

1. The Director of Student Development shall be designated to work with students who have disabilities. A system of services shall be developed and maintained to facilitate the provision of access for students with disabilities to all academic programs, services and activities. This system shall integrate students with disabilities into the academic environment to the maximum extent possible.
2. All students defined within this process who qualify as disabled shall be entitled to reasonable accommodations and appropriate academic adjustments regardless of their status (full or part-time, class rank, or level).
3. In-service training shall be provided to faculty and staff the purpose of which will be threefold:

• To heighten awareness of existing barriers
• To promote accurate perceptions of students with disabilities regarding their abilities, needs, and rights; and of the institution’s accessibility; and
• To offer tools and ways to enhance accessibility.

4. A complaint policy is maintained by the Seminary. The procedure shall incorporate due process and provide prompt and equitable resolutions to complaints regarding the denial of services, adjustments, or accommodations.
5. All programs, services, activities, and physical structures shall be evaluated on a regular basis to ensure that existing barriers are ultimately removed or other forms of accommodation are made and that new barriers are not erected.

Student Responsibilities

In order to secure the needed accommodations the student must inform the school of his or her disability. This “self-disclosure” must follow the procedures outlined below.

Long-Term Disability

Students with long-term disabilities who seek accommodations must provide the Seminaries with professional documentation, certified by any of the following licensed practitioners: physician, psychologist, audiologist, speech pathologist, rehabilitation counselor, physical therapist, occupational therapist, learning disability specialist, or any other health care provider who is qualified to diagnose the disability in question. The documentation must be based on tests that are normed to the adult level and provide the information that is needed to pinpoint substantial limitations. The student must bear the cost of evaluation and verification.

Documentation of a learning disability should include the following: 1) documentation prepared by a qualified professional; 2) testing procedures and instruments used to diagnose the student’s present level of functioning in the achievement areas affected by the disability.

The data provided should clearly indicate the need for accommodations and a list of specific accommodations that will aid the student.

Temporary Condition

Although the Acts do not extend legal coverage to temporary impairments, conditions or injuries, within our limited resources, the Seminary seeks to work with any student who has some kind of physical, mental or health limitation posed by an occurrence in his/her life. The guidelines for verifying a temporary condition are generally the same as those for verifying a long-term disability, however, documentation for a temporary condition must be no older than 60 days and should indicate the nature and expected duration of the condition.

Documentation Processing

All documentation should be delivered to the Director of Student Development of the school in which the student is enrolled. The student must include a signed “Release of Information Statement,” allowing the Seminary to inform key personnel (see confidentiality section for more detail) of relevant information regarding the student. The Director of Student Development has “Release of Information” forms available. The Seminary reserves the right to request further documentation if that provided by the student is deemed inadequate. The student shall bear the cost of supplemental evaluations and documentation. If the Seminary wish to secure a second opinion regarding the disability of a student, then the Seminary shall bear the cost.

3. Schedule a meeting with the Director of Student Development and complete an academic accommodations plan, designed and established by the student and the Director of Student Development.
4. Contact his or her instructors and provide a copy of the academic accommodations plan after the documentation has been submitted. Ideally this process will take place after admission and before the end of the first drop/add period that applies to the course(s) for the student’s first session of studies. However, there will be instances where the student is both taking courses and getting documentation of the disability. In these cases the student must inform his/her instructors as early in the session as possible in order to secure timely accommodations.
5. Work in cooperation with the Director of Student Development, advisor and the instructors in implementing the academic accommodations plan.
6. Any grievance involving questions around disabilities and instructional accommodations should first be addressed between student and instructor. If this does not work then the complaint policy should be followed.

Admissions Office/Educational Policies & Advisory Committee Responsibilities 

No representative of the Seminary may ask a candidate if he or she has a disability; nonetheless, the admissions offices should do three sets of things with diligence and sensitivity:

1. Make information about the Seminary’s disability services and procedures readily available to all prospective students
2. Introduce newly matriculated students with disabilities to the Director of Student Development
3. Facilitate comfortable and expedient self-disclosure on the part of students with disabilities.

The following guidelines are suggested:

1. Encourage students with disabilities to contact the Director of Student Development as early as possible to better ensure that they receive appropriate accommodations in a timely manner.
2. Be familiar with the contents of this policy and procedure document, and make this document available to students upon request.
3. Convey any relevant information to the Director of Student Development.

Faculty Responsibilities

Faculty members shall do their part to ensure that students with disabilities receive the accommodations they need, as determined by the student’s academic accommodations plan. Faculty should keep the following guidelines in mind:

1. Include in the course syllabus a statement indicating that disability services are available to students who qualify for such services.
2. The statement should include the name, extension number, and email address of the Director of Student Development.
3. If a recommended accommodation does not seem appropriate to the faculty member, s/he may choose to discuss his/her concerns with the student.
4. If the student and the faculty member are unable to resolve the matter to their mutual satisfaction, the student is directed to notify the Director of Student Development, who will investigate the matter and attempt to informally resolve the disagreement between the student and the faculty member.
5. The student may also choose to file a formal complaint.
6. Work in cooperation with the student and the Director of Student Development in implementing the recommended accommodations plan.

Access to Computers and Networks

Bethany’s Seminary Computer Services (SCS) may be contacted via phone (765?983?1262/1568), email (support@bethanyseminary.edu), or in person (Room 209 in the ESR Center).

While using the seminary computer systems and resources, you must:

• Obey all federal and state laws, as well as seminary policies and procedures.
• Protect your user accounts from unauthorized use (do not share your password).
• Report attempted breaches of IT security systems to your immediate supervisor, the seminary dean, or SCS.
• Use your seminary-issued email address for seminary-related email communication.
• Log off your computer account prior to leaving a computer unattended.

And you must not:

• Use another person’s system or data without authorization.
• Use another person’s username and/or password.
• Attempt to bypass security software or settings in place, or otherwise gain access to resources or data to which you have no legitimate rights.
• Leave a seminary-owned portable device unattended or unsecured.
• Do anything to negatively affect the equipment’s performance capabilities.
• Install software onto seminary-owned equipment; if you need an application installed for the performance of your duties, send an email to SCS (support@bethanyseminary.edu).
• Use seminary systems for commercial or political purposes.
• Store personal documents on seminary servers.

Though the seminary and SCS do not actively monitor behavior, we do reserve the right to inspect and log running processes and files saved on seminary-owned equipment.

Backup copies of all documents are regularly made, so any personal documents saved to a seminary-owned device may have copies on our backup servers. By using seminary-owned equipment, you are providing the seminary permission to copy and view any such personal documents.

The seminary is not responsible for the security and preservation of personal data or possessions. We do not insure your personal possessions, and no support for personal equipment will be given except at the request of the seminary dean or the benevolence of SCS.

Personal computers must have a functioning and up-to-date antivirus software installed prior to connecting to the seminary network.

Internet Access

Bethany provides students with wireless Internet access on the seminary campus. Any use of Bethany’s Internet connection should comply with all current seminary policies.  Any illegal activity performed using seminary-owned equipment or using the seminary Internet connection is likely to result in separation from the seminary and criminal prosecution. This includes criminal mischief performed with noble intent.

Computer Lab

Students have access to the seminary computer lab on the second floor of the ESR Center. The lab is currently maintained by Earlham College and are under their policies and support. There are no fees for printing at this time.

The lab is unlocked during normal building hours. During other hours students may gain access to the building and the lab using their Bethany ID card.

Earlham College Labs

Bethany students are welcome at any of the computer labs located on the Earlham College campus. These labs are governed by Earlham College’s Information Technology Services (ITS) and are not under the control of Seminary Computer Services (SCS).

Student-Owned Computers

SCS is not responsible for the support of personal equipment, short of helping in connecting to the seminary network and printers. Students may wish to check with their retailer before buying any software as significant academic discounts are often available.

Computer Requirements for Students    

Certain minimum requirements are necessary to ensure that your computer can utilize the various educational systems utilized by the seminary. Students must either own or have access to equipment with these minimum requirements.

These requirements will be reviewed annually and updated as needed. Students with questions about whether their equipment meets these requirements should contact SCS for assistance.

Laptops may be loaned to students on a temporary basis, subject to availability, and at the discretion of SCS.

• Minimum Requirements for Personal Computers
• Computer: desktop or laptop (not a tablet or other device as primary equipment)
  • Processor: 1.8 GHz, minimum; Dual?core or better, recommended
  • RAM: 2 GB minimum; 4 GB or more is recommended
  • Operating System: Windows 10 or newer; or macOS 10.12 or newer; or Linux
• Internet-access: DSL, cable, or other high-speed service
• Software:
  • A word processor capable of saving DOCX or PDF files, such as Microsoft Office, LibreOffice, or Pages
  • A PDF reader such as Adobe Reader
  • A web browser: Microsoft Edge, Google Chrome, Mozilla Firefox, or Apple Safari (note: some services may not be compatible with Safari)
• Requirements for Connections students:
  • Webcam
  • Headphones with a microphone
• In many cases, using headphones and an external microphone provides a better experience for all participants rather than using a laptop’s internal microphone and speakers
• Some classes may require other software, including:
  • Zoom

Students may use the PCs located in the computer lab, which will meet or exceed these same requirements.

Use of Office Computers

Students serving as assistants to faculty and staff members may have access to seminary?owned computers if necessary for their responsibilities. Such use should be limited to work-related tasks; coursework should be confined to lab or personal computers. Use of a faculty or staff computer is at the invitation and discretion of the faculty or staff member for whom the student is working. Front desk workers are not allowed to use the computer or copier in that location when they are not working.

Email

All seminary students, regardless of location, are issued usernames, passwords, and an email account by Seminary Computer Services. All seminary-related emails will be sent to your seminary address. Students may automatically forward their email to a third-party address but are still responsible for remembering their username and password, which also provide access to other services, including the library and other resources. Many important reminders and policy updates are communicated via email and it is the responsibility of the student to remain informed.

Email Lists

There are two electronic mailing lists (aka “listservs”) for seminary student use, students@bethanyseminary.edu, and one for both seminaries, students@sem.earlham.edu. Students need permission to use these listservs, and for specific notifications. Please use the appropriate list for your intended audience. Contact the Director of Student Development for more information.

Students are automatically subscribed to the appropriate list when they matriculate. Important information is distributed via the student list, so it is important that you remain subscribed. We try to keep superfluous or undesirable posting off the list, so please use discretion and follow the guidelines below when posting.

Weekly Announcements

Bethany informs its community of events through several means: The signage in the Gathering Area, student listserv, and the front page of the Bethany website. We also share a Facebook page with ESR, called ESR/BTS Community Life Page. In order to become a member of that page, you must add yourself.  Once added, members may add posts about upcoming events, ask questions, or post information relevant to the Bethany/ESR community.

Bethany Theological Seminary is located on the northeast corner of the campus of Earlham College, just west of the Earlham School of Religion. In addition to the main building (Bethany Center), the Bethany Neighborhood consists of several houses that join backyards to create a common area at the corner of College Avenue and C Street.

Bethany contracts with Public Safety at Earlham College for safety services and the collection of crime statistics and other information for required reporting.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Higher Educational Amendments of 1998, colleges and universities participating in Title IV student financial assistance programs are required to disclose statistics on campus crime statistics and security information. Clery Act Reporting for Bethany is managed by the Earlham College Department of Public Safety, which provides the full crime report, including Bethany, as a downloadable PDF on the webpage linked above.

In addition to the policy below, please see the detailed sections the follow below this tab for additional policies and information regarding the data collection, privacy, and student records at Bethany Theological Seminary.

Student Files

Individual Student Access

The student has access to these file contents:

• Application for Admission
• College transcript
• Bethany transcript
• Letters of reference for admission which were not waived
• Student/institutional correspondence concerning admission information
• Academic correspondence during sessions here regarding requests, action, and examination information
• Course materials including demonstration of proficiency material
• Course evaluations.

Ministry Formation and other students have access to the material named above with the individual student’s permission. The materials may be obtained with the assistance of the appropriate custodian of the material.

President/Academic Dean Access

The President and the Academic Dean have access to all materials including the above-mentioned materials in the Student Access Section and the waived letters of reference, notes of pastoral concerns, and notes of medical or psychiatric nature.

Faculty/Staff/EPAC/Seminary Registrar

Faculty, Staff, EPAC Committee, and the Seminary Registrar have access to all student files. They have access to President/Academic Dean access files only after authorization by the Academic Dean or the President. Under the overall supervision of the President or the Academic Dean, the Executive Assistant to the President and the Administrative Assistant to the Academic Dean have access to these materials as related to the performance of their duties.

Persons Outside of the Institution

Persons outside of the institution (including credit checks, other academic institutions, employment references, or denominational inquiries) have limited access and only to specifically requested signed released documents authorized by the student. Because of Bethany’s cross-registration agreement with the Earlham School of Religion, it may be necessary to disclose without written permission student information to relevant ESR faculty and staff. Such an arrangement is permissible according to FERPA regulations (see more under the FERPA website information).

Individual Faculty and Staff Files

Individual Faculty and Staff files on a student are the sole property of the individual faculty/staff. Access to these materials by the student and institutional personnel is only through negotiation with the individual faculty/staff member. Such files may include notes of pastoral concern, progress or evaluations, or letters of recommendation. Letters of recommendation written for a student by a faculty/staff member are kept in the file of the writer and never to be included in the student’s file elsewhere.

Disposition of Material

After a student graduates (or a 7-year period has passed since a person terminated with the institution), file contents will be destroyed except for three areas:

1. Permanent record materials consisting of application for admission, college transcript, Bethany transcript, and such other institutional correspondence related to a student’s course of study as is deemed necessary by the Academic Dean. The final disposition of these materials is the archives vault in alphabetical order. Access to these materials is limited to the President or the Academic Dean or the Seminary Registrar and the individual student.
2. Research materials consisting of Graduate Record Examinations, Readiness for Ministry, and personality and other similar tests or evaluations, are kept and separated by year in the archives vault. Access is by permission of the President or the Academic Dean to bona fide researchers who will maintain the institution’s level of confidentiality.
3. Course materials, demonstration of proficiency, course evaluations, and ministry sequence materials are to be given to the student.

Information From Files

Information from files is to be divulged only under the above guidelines.

Published Bethany Directory

Published Bethany Directory information and other published materials by the Seminary can be given on request with no prior authorization.

 

What is FERPA?
The Family Educational Rights and Privacy Act of 1974 (FERPA) helps protect the privacy of student records. The Act provides for the right to inspect and review educational records, the right to seek to amend those records and to limit disclosure of information for the records. The Act applies to all institutions that are the recipients of federal funding.

Who is protected under FERPA?
Students who are currently enrolled in higher education institutions or formerly enrolled regardless of their age or status in regard to parental dependency. The Act defines an “eligible student” as one who is 18 years of age or older or who attends a postsecondary institution.

What are educational records?
Those records directly related to a student and maintained by the institution or by a party acting for the institution are defined as “educational records.” Records not considered “educational records” are those kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person; law enforcement or campus security records used solely for law enforcement purposes; employment paperwork; records relating to treatment by a physician, psychiatrist or other recognized health professional; records created or obtained after the person is no longer a student at Bethany (i.e. alumni records).

Who is entitled to student information?

• The student and any outside party who has the student’s written consent
• Schools officials who have “legitimate educational interests”
• Agents acting on behalf of the Seminary
• To comply with a judicial order or subpoena, including ex parte orders under the USA Patriot Act
• Parents of a dependent student as defined by the IRS

The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. (An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution.) These rights include:

1. The right to inspect and review the student’s education records within 45 days after the day Bethany Theological Seminary receives a request for access. A student should submit to the registrar, academic dean, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The school official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
2. The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. A student who wishes to ask Bethany Theological Seminary to amend a record should write the school official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed. If the Seminary decides not to amend the record as requested, the school will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
3. The right to provide written consent before the Seminary discloses personally identifiable information from the student’s education records, except to the extent that FERPA authorizes disclosure without consent. Bethany Theological Seminary discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the Seminary in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of Bethany Theological Seminary who performs an institutional service of function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of personally identifiable information from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the Seminary.
4. The right to withhold directory information—items generally considered to be public information. The following items may be made available at the institution’s discretion and without student authorization unless students notify the Registrar’s Office by the first day of Fall Semester classes each year that they wish this information be withheld. Directory information includes:
   • name
   • mailing address (home and campus)
   • Bethany email address
   • telephone numbers (home, cell, and campus)
   • major field of study
   • classification and enrollment status
   • dates of attendance
   • date of graduation and degrees conferred
   • honors and awards
   • date and place of birth
5. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Bethany Theological Seminary to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202

FERPA permits the disclosure of personally identifiable information from students’ education records, without consent of the student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, §99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose personally identifiable information from the education records without obtaining prior written consent of the student:

• To other school officials, including teachers, within Bethany Theological Seminary whom the school has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(1) – (a)(1)(i)(B)(2) are met. (§99.31(a)(1))
• To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of §99.34. (§99.31(a)(2))
• To authorized representatives of the U. S. Comptroller General, the U. S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the seminary’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of personally identifiable information to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§99.31(a)(3) and 99.35)
• In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§99.31(a)(4))
• To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§99.31(a)(6))
• To accrediting organizations to carry out their accrediting functions. ((§99.31(a)(7))
• To parents of an eligible student if the student is a dependent for IRS tax purposes. (§99.31(a)(8))
• To comply with a judicial order or lawfully issued subpoena. (§99.31(a)(9))
• To appropriate officials in connection with a health or safety emergency, subject to §99.36. (§99.31(a)(10))
• Information the school has designated as “directory information” under §99.37. (§99.31(a)(11))
• To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of §99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§99.31(a)(13))
• To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her. (§99.31(a)(14))
• To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))

As of January 3, 2012, the U.S. Department of Education’s FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records – including your Social Security Number, grades, or other private information – may be accessed without your consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities (“Federal and State Authorities” may allow access to your records and PII without your consent to any third party designated by a Federal or State Authority to evaluate a federal-or state-supported education program. The evaluation may relate to any program that is “principally engaged in the provision of education,” such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.