Help Resources - FERPA Frequently Asked Questions

PROTECTING THE PRIVACY RIGHTS OF STUDENTS
Students obviously have a right to view their own records. It is essential, however, that the student present some form of identification before being allowed to view his/her record. A student photo I.D. or a drivers license with a picture are appropriate forms of identification. A student does not have the right to view any other student's record.

WHAT INFORMATION MAY BE DISCLOSED?
The College may disclose information which is categorized as directory information. Directory information includes:

• student's name

• address

• e-mail address

• telephone number

• date and place of birth

• major field of study

• dates enrolled

• credit load

• credits earned toward degree/diploma

• most recent prior  school attended

• honors/awards and dates received

• participation in activities.

WHAT INFORMATION MAY NOT BE DISCLOSED?
All information not listed above as directory information may not be disclosed.   This includes information such as courses, grades, withdrawals, suspensions, day and times of class meetings.

As of January 2000, a student's social security number is no longer being used as their identification number.  Each student is issued a unique identification number.  The student's social security number or identification number may not be disclosed.

The student's permission is required to release information which is not designated as directory information.

RESTRICTION ON DISCLOSURE OF DIRECTORY INFORMATION
Students have the right to restrict the disclosure of directory information. To restrict the disclosure of directory information, a student must make a written request to the Registration Office. If the student's screen is marked *confidential* you may NOT release any information on that student to persons outside of the college. 

RELEASE OF INFORMATION OVER THE PHONE
Any directory information may be released over the phone as long as the student does not have a privacy flag on his or her record. Any other information (e.g., courses and grades) cannot be released over the phone. The student may go to the Student Services Office to look at his/her record.

You may confirm that a grade change has been made, but you may not release the grade over the phone. If you are speaking to a student, tell the student that the Registration Office will mail a revised grade report. 

You may confirm that an add/drop has been processed as long as the student specifies which courses should have been added or dropped.

You may discuss the content of a letter with a student if you have sent a letter to that student about their record and the student calls with questions.

DISCLOSURE OF INFORMATION TO SCHOOL OFFICIALS
Consent is not required where the disclosure is to other school officials within the College who have a legitimate educational interest in the information. 

WHO ARE SCHOOL OFFICIALS
School officials are those individuals who engage in the instructional, supervisory, advisory, and administrative functions of the College.

LEGITIMATE EDUCATIONAL INTEREST
In order for a school official to have a legitimate educational interest, he or she must require the student's education records in the course of performing his or her instructional, supervisory, advisory, and administrative duties for the College. 

DISCLOSURE OF INFORMATION TO OTHER SCHOOLS OFFICIALS
Consent is not required where the disclosure is to officials of other schools or school systems in which the student seeks or intends to enroll. Unless the disclosure is initiated by the student or pursuant to the request of the recipient school, the College shall make a reasonable attempt to notify the student of the records transfer. 

Consent is not required for disclosure to certain officials pursuant to their statutory purposes:

1. The Comptroller General of the United States.
2. The Secretary of the U. S. Department of Education.
3. State educational authorities.
4. Any party legitimately connected with a student's application for, or receipt of, financial aid.
5. State and local officials or authorities to which such information is specifically required to be reported or disclosed pursuant to State statute adopted prior to November 19, 1974.
6. Organizations conducting studies for, or on behalf of, educational agencies or institutions for the purpose of developing, validating, or administering predictive test, administering student aid programs, and
7. Accrediting organizations, for the purpose of carrying out their accrediting functions.