General Policies

The standards herein are applicable to all students at the University and constitute the basic authority and reference for matters pertaining to University academic regulations and records management. Enrollment in the University is a declaration of acceptance of all University rules and regulations. A complete University Policy Manual is available at www.smu.edu/policy.

Additional information regarding rules and regulations of the University can be found in this catalog. Students must follow the University-wide requirements that are in effect for the academic year of matriculation to SMU. The applicable degree program requirements are those in effect during the academic year of matriculation to SMU or those of a subsequent academic year. Students may not follow a catalog for an academic year in effect prior to their matriculation term. Students who are not enrolled for three or more years will return to SMU under the current catalog.

Confidentiality of Education Records

The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law that grants students the right to inspect, obtain copies of, challenge, and, to a degree, control the release of information contained in their education records. The act and regulations are very lengthy, and for that reason, SMU has issued its own FERPA-based guidelines that are available at the University Registrar’s Office FERPA website www.smu.edu/FERPA. Policy 1.10 of the University Policy Manual also discusses this law.

In general, no personally identifiable information from a student’s education record will be disclosed to any third party without written consent from the student. Several exceptions exist, including these selected examples: 1) information defined by SMU as directory information may be released unless the student requests through my.SMU Student Dashboard that it be withheld, 2) information authorized by the student through my.SMU Student Dashboard may be released to those individuals designated by the student and 3) information may be released to a parent or guardian if the student is declared financially dependent upon the parent or guardian as set forth in the Internal Revenue Code. Additional information is available at www.smu.edu/FERPA.

Student Identification Number

The University assigns each student an eight-digit SMU identification number, which is used to verify each student’s identity and is provided without additional charges. The student should furnish the SMU ID number on all forms when requested, as this number is the primary means the University has to verify the identity for each student’s academic records and transactions related to the records.

Name Change

A student who has a change in name must provide the University Registrar’s Office with their Social Security card, the form issued by the Social Security Administration, or an official court order indicating the name change, along with a valid government-issued photo ID. A valid passport may also be used to complete a name change. Enrollment or records services for the student under a name different from the last enrollment cannot be accomplished without one of the above documents. All transcripts are issued only under a person’s legal name as recorded by the University Registrar’s Office.

Preferred Name

Students who wish to use a name other than their legal name can add a preferred name to their file in addition to their primary/legal name, or update a preferred name already on file, using the self-service functions in the my.SMU Student Dashboard. The University will make efforts to use the preferred name in communications and in the course of university business. However, there are situations that due to business practices, legal requirements or system limitations the use of a primary/legal name will be used.

SMU has many offices that keep records with student names and many data systems used for specific applications. In addition to updating their preferred name in my.SMU, students may need to notify some offices regarding their use of a preferred name.

A preferred name is a first, middle and/or last name that may be chosen to be used instead of legal first, middle and last name. There is no documentation required to create or change a preferred name. Students are advised that if they choose to use a preferred name, they should use it consistently and resist changing it frequently. Students also are advised that the use of a preferred last name can lead to confusion with employers and organizations in attempting to match official educational records with applications and it is recommended that students provide both their preferred and legal names on applications.

Here is a partial list of standard name usage:

Email and Mailing Addresses, Telephone, and Emergency Contact

Each student must provide the University Registrar’s Office with both a home and local address, both a home and local telephone number and contact information of a designated emergency contact using the self-service functions in the my.SMU Student Dashboard. Students enrolling at SMU authorize the University to notify their emergency contacts in the event of a situation affecting their health, safety, or physical or mental well-being, and to provide these contacts with information related to the situation.

Students who enroll in an arranged section course will be asked to provide the University Registrar’s Office with an off-campus study address. This is the physical location the student is living while enrolled in this course.

When a student applies for graduation and becomes a candidate, they can provide a diploma address (address to which they would like their diploma mailed) to the University Registrar’s Office. 

International students are required to provide a residence address (physical street address where they are currently living) as their mailing (local) address. International students will be prevented from enrolling if a U.S. address is not provided. 

Students are expected to keep current all their addresses and telephone numbers, including emergency contact details, using the self-service functions in the my.SMU Student Dashboard. Students may be prevented from enrolling if their information is insufficient or outdated. Changes to parent information should be reported by contacting records@smu.edu, and the email should include the student’s full name and SMU student ID number.

The University issues all students an email address. Students may have other email addresses, but the University-assigned email address is the official address for University electronic correspondence, including related communications with faculty members and academic units.

Official University correspondence may be sent to students’ mailing addresses or SMU email addresses on file. It is the responsibility of students to keep all their addresses current and to regularly check communications sent to them since they are responsible for complying with requests, deadlines and other requirements sent to any of their mailing addresses on file or to their SMU email.

Cell Phones

The University requests that students provide mobile/cell telephone numbers, as they are one means of communicating with students during an emergency. Mobile/cell telephone numbers may also be used by University officials conducting routine business.

Ethnicity

SMU requires that a valid ethnic group category be on file for all students. SMU’s policies and the Family Educational Rights and Privacy Act of 1974 protect the confidentiality and privacy of this information. A student’s ethnic group category can be viewed in the my.SMU Student Dashboard.

U.S. Citizens or Permanent Residents. Ethnicity is self-determined. Students of multiple ethnic backgrounds may select multiple ethnic group categories. If the ethnic group value is incorrect, the student should go to the University Registrar’s Office in the Laura Lee Blanton Student Services Building and complete an Ethnic/Racial Category Update Form.

International Students Living in the U.S. While Attending School. Selecting an ethnic group category is not required unless the student becomes a U.S. citizen or permanent resident.