EMT Student Book

12. SECTION 12 – PRIVACY, RECORDS & DATA PROTECTION

12.1 Purpose

The protection of student privacy is both a legal responsibility and a biblical mandate at Everlight Ministry of Theology (EMT).
We believe in safeguarding the dignity and confidentiality of every learner as an expression of Christian integrity and respect.

This section outlines EMT’s policies for managing student records, personal data, and institutional confidentiality in accordance with:

U.S. Family Educational Rights and Privacy Act (FERPA) principles,
TRACS and ATS standards for educational recordkeeping, and
Biblical ethics of stewardship and honesty (Proverbs 11:13; Luke 16:10).

12.2 Institutional Commitment to Privacy

EMT collects and maintains only the personal and academic information necessary for legitimate educational purposes.
All data—digital or physical—is handled in accordance with EMT’s Privacy Policy and with the utmost care.

We are committed to:

Protecting the identity and integrity of each student.
Using data solely for educational, operational, and accreditation purposes.
Preventing unauthorized access, misuse, or disclosure of student information.

12.3 Definition of Student Records

A student record at EMT refers to any file, document, or digital record containing personally identifiable information (PII) or academic history maintained by the Institute.
This includes, but is not limited to:

Application materials and admission decisions
Academic transcripts and grades
Course enrollment and progress data
Faculty evaluations and correspondence
Disciplinary actions (if any)
Financial or administrative records (e.g., administrative fee processing)

Records may exist in paper, digital, or cloud-based formats within EMTI’s secured systems.

12.4 Student Rights and Access

In alignment with FERPA principles, EMT grants students the following rights concerning their educational records:

Right to Access
Students may review their own academic records by submitting a written request to the Office of the Registrar. Access will be provided within 10 business days.
Right to Request Correction
If a student believes information in their record is inaccurate, misleading, or violates privacy, they may request amendment in writing. The Registrar and Academic Dean will review and determine appropriate correction.
Right to Confidentiality
EMT will not disclose personally identifiable information to any third party without written consent from the student, except as allowed under §11.5.
Right to Notification
Students will be informed of any material policy changes affecting their records or data.

12.5 Disclosure Without Consent

EMT may release certain information without student consent only under specific, limited circumstances, including:

To institutional officials with legitimate educational interests
In response to lawful subpoenas or government requirements
To accrediting bodies (TRACS or similar) for review and compliance verification
To authorized service providers under strict confidentiality agreements (e.g., Moodle, Scribbr, or other academic software)
In emergencies where disclosure is necessary to protect health or safety

At no time will EMT sell, rent, or share student information for commercial purposes.

12.6 Directory Information

Certain limited information may be designated as Directory Information, which may be released unless the student formally requests confidentiality.

Directory Information includes:

Student name
Program of study
Dates of attendance
Degree awarded and graduation date
Honors or distinctions received

Students who wish to restrict directory information must notify the Registrar in writing.

12.7 Digital Privacy and Learning Platforms

EMT uses secure cloud-based platforms, including Moodle LMS, for course delivery, grading, and communication.

To ensure privacy:

All user activity is protected by password authentication and SSL encryption.
Only registered faculty and staff have administrative access.
Course content and communications are stored in secure, access-controlled servers.
Student data within Moodle (e.g., grades, discussions, uploaded files) remains confidential and is not publicly visible.

Students are responsible for protecting their login credentials and maintaining personal cyber hygiene.

12.8 Data Retention and Archival Policy

Retention Periods

Academic Records: Permanently retained by the Office of the Registrar.
Enrollment and Application Materials: Retained for five (5) years after admission or withdrawal.
Correspondence and Temporary Files: Deleted after 12 months unless otherwise required.
Disciplinary Records: Maintained for seven (7) years, then archived or purged.

EMT reserves the right to anonymize or securely destroy outdated digital files to ensure compliance and efficiency.

12.9 Student Responsibilities in Privacy Protection

Students also play a role in safeguarding the integrity of their records by:

Keeping login credentials private.
Using only official EMT communication channels.
Avoiding unauthorized sharing or reposting of course content.
Immediately reporting suspected breaches or misuse of data to admin@everlightministry.org.

Violations of privacy standards may result in disciplinary review under §8.

12.10 Institutional Data Stewardship

The Office of the Registrar, in coordination with the IT Department and Academic Dean, is responsible for maintaining compliance with privacy and recordkeeping standards.

They ensure:

Secure digital storage using encrypted systems.
Controlled access based on role and authorization.
Regular data integrity audits.
Periodic training for faculty and staff in FERPA principles and data ethics.

12.11 Student Consent for Educational Use

By enrolling at EMT, students grant limited consent for the Institute to:

Use submitted coursework (in anonymized form) for accreditation or instructional examples.
Verify degrees and academic standing upon legitimate request by employers or ministries.
Contact students via email or internal platform for academic or administrative updates.

No sensitive information will ever be shared without explicit consent.

12.12 Data Breach and Response Policy

In the unlikely event of a data breach, EMT will:

Immediately secure affected systems and notify administrative leadership.
Investigate the incident with transparency and integrity.
Notify impacted individuals within 72 hours of confirmation.
Take corrective measures to prevent recurrence.

EMT’s faith commitment to honesty demands openness and accountability in all data-related matters.

12.13 Record Requests and Official Transcripts

Students may request official transcripts or verification letters by contacting the Registrar via email at:
📧 registrar@everlightministry.org

Requests are normally processed within 7–10 business days.
No transcript will be released if a student has unresolved administrative obligations.

12.14 Summary Statement

EMT regards personal and academic data as sacred trust.
Stewardship of information reflects the character of Christ—honest, faithful, and secure.
Through prayerful integrity and technical diligence, EMT ensures every student’s record remains protected, accurate, and private.

“A faithful person will be richly blessed, but one eager to get rich will not go unpunished.” — Proverbs 28:20