- What does FERPA require?
- What is an education record?
- When do FERPA rights begin?
- Access to Student Education Records
- What are Student Education Records that can be released without student consent?
- What does Cameron University consider to be directory information?
- Will a student’s name appear in newspaper and/or press release if they have a Do Not Release Directory Information on file?
- Do parents have access to Student Education Records?
- Where can students request information?
- With a FERPA on file, can the third-party individual make changes to the student’s record(s)?
- Where are Student Education Records Located?
What does FERPA require?
In general, FERPA states that:
- College students must be permitted to inspect their own education records upon request.
School officials may not disclose education record information without the student’s written permission unless one of the exceptions provided by FERPA applies.
What is an education record?
Any record maintained by the University or an agent of the University which is directly related to a student. Examples include, but are not limited to: electronic information, exams, assignments, transcripts, emails between a student and a University employee, and class rosters.
When do FERPA rights begin?
A student’s FERPA rights begin with their registered attendance at the University. Attendance does not have to be physical, such as is the case of correspondence and distance learning courses. Applicants who are denied admission or who are admitted but never attended have no rights under FERPA. There is no end point for FERPA rights, as long as the student is living.
Access to Student Education Records
FERPA protects the privacy of education records. School officials may not disclose personally identifiable information about students or permit inspection of their records without written permission from the student, unless such action is covered by certain exceptions permitted by FERPA.
What are Student Education Records that can be released without student consent?
- In the event that the release of information is necessary to protect the health and safety of the student or other individuals.
- Directory information may be released without consent of the student unless the student has filed a Request to Revise Status of Student Directory Information with the Office of the Registrar.
- To school officials who have a legitimate educational interest in the records.
A school official is:
- a person employed by the University in an administrative, supervisory, academic or research, or support staff position;
- a person elected to the Board of Regents;
- a person employed by or under contract to the University to perform a special task, such as the attorney or auditor.
A school official has a legitimate educational interest if the official is:
- performing a task that is specified in their position description or by a contract agreement;
- performing a task related to a student's education;
- performing a task related to the discipline of a student;
- providing a service or benefit relating to the student or student's family, such as health care, counseling, or financial aid.
- To officials of another school, upon request, in which a student seeks or intends to enroll.
- To certain officials of the U.S. Department of Education, the Comptroller General, and state and local educational authorities, in connection with certain state or federally supported education programs.
- In connection with a student's request for or receipt of financial aid, as necessary to determine the eligibility, amount or conditions of the financial aid, or to enforce the terms and conditions of the aid.
- If required by a state law requiring disclosure that was adopted before November 19, 1974.
- To accrediting organizations to carry out their functions.
- To parents of an eligible student who claim the student as a dependent for income tax purposes.
To comply with a judicial order or a lawfully issued subpoena.
What does Cameron University consider to be directory information?
The University designates the following items as Directory Information: the student’s:
- Full name
- Mailing address
- Telephone number
- Enrollment status
- Athletic program information
- Previous institution most recently attended
- Degrees and awards received
- Dates of attendance (i.e. semesters/years)
- Date of graduation
- Academic classification
- Participation in officially recognized organizations and activities
Will a student’s name appear in newspaper and/or press release if they have a Do Not Release Directory Information on file?
No, the student’s name will not appear in the commencement program or honor roll lists.
Do parents have access to Student Education Records?
At the elementary and secondary school level, FERPA gives parents or legal guardians the right to access education records. When a student reaches 18 years of age or is attending an institution of post-secondary education, FERPA rights transfer from parent to student. Therefore, at the post-secondary level, parents have no inherent rights to inspect their students’ education records.
Information regarding education records is best obtained by direct communication between the parent and the student. If desired, students can obtain grades, class schedules, billing, and other information and provide a copy to their parents. Student may consent to release their education records to parents, legal guardians, or other individuals by completing the Student Request to Share Information & FERPA Waiver form.
Where can students request information?
They can request official transcripts from the Office of the Registrar, or access their information via AggieAccess.
With a FERPA on file, can the third-party individual make changes to the student’s record(s)?
No. FERPA only gives them access to view the record(s), but not make any changes (to include dropping and adding classes). In order to make any changes, there must be a FERPA Waiver on file AND documented communication from the student authorizing the specific change by the individual listed.