The Dean of Students has a file for each student which contains materials from the student's application for admission, correspondence, memos from advisers, instructors, RAs and employers. In addition, The Registrar maintains a permanent record listing the student's courses, grades and cumulative grade point average. These materials, along with other information filed in the Office of Student Financial Services, Business Office, Career Center and the Wellness Center, are accessible to the student under provisions of the Family Educational Rights and Privacy Act of 1974 as amended (the Buckley Amendment). Only confidential material written prior to January 1, 1975 is exempt from the law.

In addition, the information in your advisee files can be made available to advisees at their request. Any information regarding your advisees or students in your classes which you send to the Office of the Dean of Students will be available to students in their files. You may request that such information not be placed in the student's file or you may transmit information by phone. For further information regarding the College policy on records, see the Student Handbook.

Each adviser receives a file for each advisee. Remember, it is illegal to discuss a student’s record with other students! For new students, the folder will include:

1. the high school record, usually including test scores and rank in class;
2. results of advanced placement testing;
3. results of Carleton testing; and
4. for transfer students, the evaluation of credits done by the Registrar.

If a student has completed the report form of either the College Board or the American College Testing Program, it will be included in the folder. These contain information reported by the student about goals, interests, activities and special educational needs as well as the test scores themselves. Advisors are strongly encouraged to refer to these forms in advising students about academic choices and performance.

Upper-class advisee files will contain any information received and filed by the adviser each term, along with academic report forms, copies of petitions, transcripts, memos and correspondence related to student progress. Advisers have access to download transcripts and program evaluations (progress made toward completion of college distribution requirements) so these may be in your file as well.

More detailed information is kept in the student's file in the Office of the Dean of Students as described above. Advisers are invited to consult with an Associate Dean of Students if they believe additional information will help them in their advising.

• Contact Information for the Office of the Dean of Students
• Detailed information on Student Records from the Office of the Dean of Students