Student Privacy & Records
Our Commitment
Anchor Christian University (ACU) protects the privacy of student education records by following the principles of the Family Educational Rights and Privacy Act of 1974 (FERPA). FERPA as a law applies to schools that receive funds under programs of the U.S. Department of Education (source). ACU does not participate in those programs, so it adopts these protections voluntarily as University policy.
All official student records are maintained in Populi, a secure, cloud-based student information system with regular backups. ACU keeps no paper records office. The Registrar is the University's records officer and may be reached at registrar@anchoru.com
Student Rights
Every ACU student has the right to:
Inspect and review their education records.
Request that inaccurate or misleading records be amended.
Consent before ACU discloses personally identifiable information (PII) from their records, except where this policy allows disclosure without consent.
Raise a concern if they believe these rights have been violated (see Record Security and Privacy Concerns below).
Inspecting and Reviewing Records
Students can view much of their record, including grades, course history, and account balances, at any time through their Populi student portal. To review records not shown in the portal:
Send a written request (email is acceptable) to the Registrar identifying the records you want to see.
The Registrar will provide access within 45 days of receiving the request, usually by secure electronic copy or a scheduled video call.
Parents of a student who is a dependent for federal income tax purposes may request access by providing evidence of dependency, unless the student has already signed a release. The student will be notified when a parent is granted access.
Requesting Amendment of Records
A student who believes a record is inaccurate or misleading may ask the Registrar in writing to amend it. The request should identify the specific record and explain why it should be changed.
The Registrar will respond in writing within 30 days. If ACU declines the request, the student may ask for a review by the Chief Academic Officer, who will meet with the student by video or phone and issue a written decision. If the record is still not amended, the student may add a written statement to the record explaining their disagreement, and ACU will include it whenever that part of the record is disclosed.
This process does not apply to grade appeals or disciplinary findings, which follow their own procedures in the catalog.
Disclosure of Records
ACU obtains a student's written consent before disclosing PII from education records, except as described in this policy. Students can authorize a release to a specific person or organization by submitting a signed release to the Registrar.
School officials. ACU may share records without consent with school officials who need them to do their jobs. A school official is anyone employed by ACU in an administrative, academic, or support role; a member of the Board of Trustees; or a person serving on an official committee, such as an appeals committee. It also includes contractors and volunteers who perform an institutional service under ACU's direct control over the use of the records. This includes Populi, which hosts ACU's student records, and service providers such as attorneys or auditors.
Directory information. ACU may disclose the following without consent unless the student opts out:
Student name
Enrollment status (full-time or part-time, undergraduate or graduate, class level)
Program of study, degrees, and academic honors
Dates of attendance
Most recent institution attended and hometown
Sponsoring church or ministry affiliation
Student email addresses, phone numbers, and mailing addresses are not directory information and are not released without consent.
Opting out. Students may block release of directory information by emailing the Registrar by the end of the second week of the term. A block stays in place until the student removes it in writing. Note that a block may prevent ACU from confirming a student's enrollment or degree to employers or ministries.
Disclosures Without Consent
ACU may disclose PII from education records without prior consent only:
To school officials with a legitimate educational interest, as defined above.
To another school where the student seeks or intends to enroll, for purposes related to enrollment or transfer. The student may request a copy of what was sent.
In connection with a scholarship or tuition assistance the student has applied for or received, when needed to determine eligibility, amount, or conditions.
To parents of a student who is a dependent for federal income tax purposes.
To comply with a court order or lawfully issued subpoena, after a reasonable attempt to notify the student unless the order prohibits it.
To appropriate officials in a health or safety emergency.
To a state agency, such as the Florida Commission for Independent Education, when required to verify the University's religious exemption.
To a victim of an alleged crime of violence or non-forcible sex offense, limited to the final result of the related disciplinary proceeding.
When the information is directory information and the student has not opted out.
Record of disclosures. Except for disclosures to school officials, to the student, of directory information, or under a court order that requires confidentiality, ACU logs each disclosure in Populi. Students may review this log on request.
Record Security and Privacy Concerns
Security. Access to records in Populi is limited by role-based permissions, so staff and faculty see only what their duties require. Populi hosts the data on secure servers with encryption and regular backups. Staff do not store student records on personal devices or in personal email. If ACU learns that student records have been accessed without authorization, it will notify affected students promptly and take steps to limit the harm.
Retention. Academic transcripts are kept permanently. Other records are kept for at least 5 years after the student's last enrollment and then securely deleted. Complaint records are kept for 6 years from the date a complaint is filed. Other records needed for pending proceedings are kept as long as is required to complete the proceedings.
Concerns. A student who believes ACU has not followed this policy should contact the Registrar. If the matter is not resolved, the student may use the University's Complaint and Grievance Policy. Because ACU does not receive U.S. Department of Education funds, the Department's Student Privacy Policy Office generally does not accept complaints about it.