Family Educational Rights and Privacy Act (FERPA)
Authorization to Disclose (FERPA) Form for Academic Record Offiice - Grades, Transcripts,
Enrollment Verification information
The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects
the privacy of student educational records. Nevertheless, FERPA only gives parents
certain limited rights with respect to access of their own children's education records.
These rights transfer exclusively to the student when he or she reaches the age of
18 or attends a school beyond the high school level.
Students to whom the rights have transferred are "eligible students." In consequence,
college students at California University may elect to anticipate that their parents
(or spouse) will need to have prior authorization to periodically review their permanent
records, grades or other specific files. Authorization to Disclose Information forms,
available on the right, can be downloaded and placed in the student's permanent record
at the student's request.
Eligible students have the right to inspect and review education records maintained
by California University, but the school is not required to provide copies of records
unless, for reasons such as great distance, it is impossible for eligible students
to review the records. Schools may charge a fee for copies.
Broadly defined educational records - including applications for admission to the
University, grades, enrollment history, curriculum changes and academic standing -
are maintained in the Academic Records Office. Under routine circumstances, these
records in Academic Records do not include judicial or disciplinary records, billing
and finances, or medical records. Various offices on campus have separate jurisdiction
for maintaining those files.
Eligible students have the right to request that a school correct records that they
believe to be inaccurate or misleading. If the school decides not to amend the record,
the eligible student then has the right to a formal hearing. After the hearing, if
the school still decides not to amend the record, the eligible student has the right
to place a statement with the record setting forth his or her view about the contested
Generally, schools must have written permission from the eligible student in order
to release any information from a student's education record. Consequently, all transcript
requests must be submitted with signed approval of the student before the Academic
Records Office is authorized to release that record.
However, FERPA allows California University to disclose those records, without consent,
to the following parties or under the following conditions:
- School officials with legitimate educational interest
- Other schools to which a student is transferring
Specified officials for audit or evaluation purposes
- Appropriate parties in connection with financial aid to a student
- Organizations conducting certain studies for or on behalf of the school
- Accrediting organizations
- To comply with a judicial order or lawfully issued subpoena
- Appropriate officials in cases of health and safety emergencies
- State and local authorities, within a juvenile justice system, pursuant to specific
FERPA allows schools to disclose, without consent, "directory" information such as
a student's name, address, telephone number, date and place of birth, honors and awards,
and dates of attendance.
The following information is classified by California University as Directory information
and may be released without the prior consent of a student:
- a student’s name, address (both local and permanent)
- telephone number
- e-mail address
- place and date of birth
- academic curriculum
- dates of attendance
- date of graduation
- degrees and awards received
- most recent educational institution attended
- participation in student activities (including athletics)
- height and weight (for athletic teams)
- Grade level
California University does not make directory information generally available to the
public. California University limits its release of directory information for official
University purposes, e.g., (1) identifying athletic team members; (2) publishing names
of scholarship recipients, graduation lists and Dean’s Lists; (3) issuing academic
awards; (4) verifying enrollment or degree status; and (5) providing such information
to organizations that are officially affiliated with the University or with whom the
University has a contractual relationship. See 34 C.F.R §99.37(d).
Students Rights under FERPA
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights
with respect to their education records. These rights include:
- The right to inspect and review the student's educational records within 45 days of
the day the University receives a request for access.
- If the student is a current student, it is the policy of the University that the student
may review his/her file upon showing identification to the Registrar's Office. Former
students should submit to the Registrar written requests that identify the record(s)
they wish to inspect. The Registrar will make arrangements for access and notify the
student of the time and place where the records may be inspected.
- The right to request the amendment of the student's educational records of which the
student believes is inaccurate.
- Students may ask the University to amend a record that they believe is inaccurate.
They should write the Registrar, clearly identifying the part of the record they want
changed, and specify why it is inaccurate. Any dispute concerning grades is not amendable
through FERPA. If the University decides not to amend the record as requested by the
student, the University will notify the student of the decision and advise the student
of his or her right to a hearing regarding the request for amendment. Additional information
regarding the hearing procedures will be provided to the student when notified of
the right to a hearing.
- The right to consent to disclosure of personally identifiable information contained
in the student's educational records, except to the extent that FERPA authorizes disclosure
- One exception, which permits disclosure without consent, is disclosure to school officials
with legitimate educational interests. A school official is a person employed by the
University in an administrative, supervisory, academic or research, or support staff
position (including law enforcement, unit personnel and health staff); a person serving
on the Council of Trustees; the National Student Clearinghouse; contractors, volunteers
and service providers used to perform university services and functions, or a student
serving on an official committee, such as a disciplinary or grievance committee, or
assisting another school official in performing his or her tasks.
- A school official has a legitimate educational interest if the official needs to review
an education record in order to fulfill his or her professional responsibility.
- The university is also permitted to disclose the education records of a student to
another school without consent, if the student receives services from the other school.
This would include records of students who are enrolled in a collaborative program
resulting in dual enrollment in California University and another institution of higher
- As of January 3, 2012, the U.S. Department of Education's FERPA regulations expand
the circumstances under which your education records and personally identifiable information
(PII) contained in such records-including your Social Security Number, grades, or
other private information-may be accessed without your consent. First, the U.S. Comptroller
General, the U.S. Attorney General, the U.S. Secretary of Education, or state and
local education authorities ("Federal and State Authorities") may allow access to
your records and PII without your consent to any third party designated by a Federal
or State Authority to evaluate a federal- or state-supported educaion program. The
evaluation my relate to any program that is "principally engaged in the provision
of education, " such as early childhood education and job training, as well as any
program that is administered by an education agency or institution. Second, Federal
and State Authorities my allow access to your education records and PII without your
consent to researchers performing certain types of studies, in certain cases even
when we object to or do not request such research. Federal and State Authorities must
obtain certain use-restriction and data security promises from the entities that they
authorize to receive your PII, but the Authorities need not maintain direct control
over such entities. In addition, in connection with Statewide Longitudinal Data Systems,
State Authorities may collect, compile, permanently retain, and share without your
consent PII from your education records, and they may track your participation in
education and other programs by linking such PII to other personal information about
you that they obtain from other Federal or State data sources, including workforce
development, unemployment insurance, child welfare, juvenile justice, military service,
and migrant student records systems.
- The right to file a complaint with the U.S. Department of Education concerning alleged
failures by the University to comply with the requirements of FERPA. The name and
address of the Office that administers FERPA are:
Family Policy Compliance Office
U.S Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605