FERPA Guidelines & Student Records
October 6, 2009
Catherine Fites
Dean, Enrollment and Student Services
Sacramento City College
Summary: FERPA Guidelines for Faculty & Staff regarding the Release of
Student Educational Records
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records, including the right to inspect their records, request an amendment of the records that the student believes are inaccurate, and the right to control disclosures of their records, except to the extent that FERPA authorizes disclosures without consent.
One of the exceptions permitted by FERPA, is the release of Directory Information to parties outside the institution. Directory Information is defined as information which would not generally be considered harmful or an invasion of privacy if disclosed. Sacramento City College, in the majority of situations, does not release any student information, even Directory Information, without the prior written consent of the student. Directory information is only released to the National Student Clearinghouse. Directory Information released to the Clearinghouse includes:
1. student name
2. date and place of birth
3. dates of attendance
4. degrees and awards received
5. field of study
6. participation in activities and sports
7. weight and height of members of athletic teams
8. most recent school attended
NOTE: Students may withhold Directory Information by notifying the Office of Admissions and Records in writing. Declining the release of Directory Information will prevent the electronic enrollment update for student loan deferments which will then go into collection.
It is the practice of the Sacramento City College Office of Admissions and Records to NOT release any student records or information without the written consent of the student, other than to school officials with a “need to know”.
This includes directory information. Directory information is only released to the National Student Clearinghouse.
For more information about FERPA guidelines, see http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html
Guidelines for Release of Student Information:
A. To The Student
1) In person: no signature required after verification of identity; if in the presence of other 3rd parties, only release information specifically requested by the student.
Phone requests: we do not release any information by phone.
Fax requests: we will release information to a 3rd party upon receipt of a written request, signed by the student.
B. To School Officials
1) Student signature not required if requester has “need to know” that pertains to current responsibilities.
C. 3rd Parties, including parents, spouses, other students, references, schools, basically anyone
1) Student information can only be released with the written consent of the student. Information provided will be only specific information designated by the student.
Note:
We are not obligated by FERPA to release information to third parties; therefore, it is always best to refer these requests to the Office of Admissions and Records to make this determination.
Security of Student Records:
1. If your office is in an open area,
b. Close all files when not in use or when 3rd parties are present.
c. Position computer screen so that 3rd parties cannot see information; log out whenever leaving work area.
d. Check to see if printers, copiers, fax machines, etc., are in secure areas; if not, arrange to do so.
e. If discussing educational record information with the student, if at all possible, go to a private office or area so that conversations aren’t overheard.
f. Do not leave your class rosters and grade sheets where they can be seen by another student.
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