A notable exception is disclosing information to school officials determined by the institution to have a legitimate educational interest. What is directory information? Directory information at IU includes: Name Hometown City, State, 5 digit zip only IU E-mail address Dates of attendance Admission or enrollment status Campus, school, college, division, major Class standing freshman, sophomore, junior, senior Degrees and awards Activities Athletic information The student may opt to restrict the release of this directory information by contacting the Office of the Registrar on their campus.
These rights transfer 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. Schools may 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.
However, schools must tell parents and eligible students about directory information and allow parents and eligible students a reasonable amount of time to request that the school not disclose directory information about them.
The actual means of notification special letter, inclusion in a PTA bulletin, student handbook, or newspaper article is left to the discretion of each school. The request must identify the record s they wish to inspect and review. The campus official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the official receiving the request, that official shall advise the student of the correct official and redirect the request.
The right to request the amendment of their own student records if a student believes the records are inaccurate or misleading.
Students should submit a written request to amend a record that they believe is inaccurate or misleading to the campus official responsible for the record, clearly identifying the portion of the record they want changed, and specifying why it is believed to be inaccurate or misleading.
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 disclosures of personally identifiable information contained in their student records, except to the extent that law and policy authorize disclosure without consent.
One exception permitting disclosure without consent is disclosure to campus officials having a legitimate educational interest in the records. A campus official is any individual designated by the campus to perform an assigned function on behalf of the campus. The right to file a complaint with the U. A current student who wants to withhold all information including phone number and UC Merced email address from the category of public information must file a form in the Office of the Registrar by the 10th day of instruction.
Current students availing themselves of this right should understand what the consequences of such action might be. Questions about these rights should be referred to the Office of the Registrar at UC Merced at or by emailing registrar ucmerced. Merced, CA Telephone: See our Campus Ready site for the most up to date information about instruction.
Directory Apply Give Enter your keywords. Will not acknowledge to any third party that you are or were in attendance at the university. University officials, employees or others who receive external inquiries about you will respond, "We have no information about that individual.
Limited Privacy Status If you elect limited privacy status, only limited directory information will be released to the general public unless one of the FERPA exceptions applies. Compared to a student who has not elected any privacy status, a designation of limited privacy status: Will prevent the release of your name to off-campus requestors who desire lists or labels.
FERPA allows the institution the right to disclose student records or identifiable information without the student's consent under the following circumstances: To authorized representatives for audit of Federal or State supported programs and local authorities conducting an audit, evaluation, or enforcement of education programs.
To university employees who are in the process of carrying out their specifically assigned educational or administrative responsibilities acting in the student's educational interest, including contractors, consultants, volunteers and other outside providers used by the University of Colorado Colorado Springs, including the University of Colorado Foundation and the National Student Clearinghouse.
Veteran's Administration officials. Officials of other institutions in which a student seeks or intends to enroll, after transfer enrollment or admission, disability and other health records may be released in the event of an emergency in the need to protect the health and safety of a student or other persons under FERPA. Persons or organizations providing financial aid to students.
Organizations conducting studies for, or on behalf of, educational agencies or institutions to develop, validate, and administer predictive tests, to administer student aid programs or to improve instruction, provided that individual identity of students is not made. Accrediting organizations carrying out their accrediting functions. Persons in compliance with a judicial order or a lawfully issued subpoena, provided that the institution makes a reasonable attempt to notify the student in advance of compliance.
NOTE: The institution is not required to notify the student if a federal grand jury subpoena, or any other subpoena issued for a law enforcement purpose, orders the institution not to disclose the existence or contents of the subpoena.
Persons in an emergency, if the knowledge of information, in fact, is necessary to protect the health or safety of students or other persons. An alleged victim of any crime of violence of the results of any institutional disciplinary proceeding against the alleged perpetrator.
The information may only be given in respect to the crime committed. Schools may disclose personally identifiable information from education records to an outside contractor without prior written student consent if the outside contractor is a "party acting for" the institution and is performing a service which the institution would otherwise have to perform for itself as in the case of the National Student Loan Clearinghouse for loan verification.
FERPA has been amended to permit educational agencies and institutions to disclose personally identifiable information from the student's records to the Attorney General of the United States or to his designee in response to an ex parte order in connection with the investigation or prosecution of terrorism crimes, under the US Patriot Act. Allows the return of an educational record, or information from an educational record, to the party identified as the provider or creator of the record.
Information regarding a registered sex offender's enrollment or employment status, or any changes of such If the school determines that there is an articulable and significant threat to the health and safety to a student or other individuals, it may disclose information from educational records to appropriate parties.
Release of Disciplinary Information. Student Access to Student Records. If an education record includes information about more than one student, the student may review only his or her own information in that record.
In this situation, the record custodian must redact the record before allowing the student to review it. Any questions about whether a record is eligible for review or how to properly redact an education record should be addressed with the Office of the Registrar. Before denying a student access to an education record, record custodians must consult with the Registrar, and should document in writing the reason for the denial. Third-Party Access to Student Records.
Amending Education Records. If the desired correction of processing errors is not accomplished through normal channels, or the requested amendment is not to correct processing errors or address substantive academic decisions, the student should follow the following procedure: The record custodian Registrar will review the amendment request and any related documentation submitted by the student.
The record custodian may request additional information from the student if deemed necessary to make a determination. Within a reasonable time after receipt of the written request, the record custodian will decide whether to amend the record as requested. If the record custodian grants the student's request, the custodian shall amend the education record and inform the student in writing of the action taken.
If the record custodian denies the student's request, the custodian shall inform the student in writing of the decision and of his or her right to a hearing on the matter. Additional information about the hearing procedures will be provided to the student when notified of the right to a hearing. Within ninety 90 days of the date of the denial of his or her request by the record custodian, a student may request a hearing.
The Registrar may serve as the hearing officer, or may appoint another individual to serve as hearing officer. The appointed hearing officer shall not have a direct interest in the outcome of the hearing. The hearing officer shall not review any matter regarding the appropriateness of official grades or other such academic determinations.
The hearing shall be conducted according to the following procedures: The hearing officer shall give notice to all concerned parties of the date, place and time of a hearing reasonably in advance.
The hearing should be scheduled within a reasonable period of time following receipt of the petition. The hearing officer shall give the student an opportunity to present evidence relevant to the contested part of the education record. The student may have a representative present at the hearing, but that person cannot participate in the hearing.
The hearing officer shall not be bound by the rules of evidence applicable in courts of law, but may permit the introduction and receipt of evidence he or she determines is relevant. Within a reasonable period of time, the hearing officer shall issue a written decision based solely upon the evidence presented at the hearing.
A copy of the decision, which must include a summary of the pertinent evidence, shall be provided to the student, to the record custodian, and to the Registrar. The record custodian shall inform the student in writing when the amendment has been made.
The university must maintain the statement with the contested part of the record for as long as the record is maintained, and must disclose the statement whenever it discloses the portion of the record to which the statement relates. Rights of Inactive Students. Students who have ceased attendance or have graduated from an institution of higher education have essentially the same FERPA rights as students currently attending the University of Colorado Colorado Springs, including the right to: Inspect their education records Have a hearing to amend an education record Have their education privacy protected by the institution Have the institution honor the previously established opt-out request Once students leave the university, they do not have the right to request that a privacy code non-disclosure be placed on their records.
Concerns for Student Behavior, Health and Safety. What Are the "Specified Circumstances"? Who Are the "Appropriate Personnel on Campus"? Student Data Use at the University. Below are examples of how student data is used at the University of Colorado Colorado Springs: Spreadsheets and other attachments that clearly identify a student—even if just by a last name or a student ID—and contains other protected student data GPAs, courses, probation information, suspension information, etc.
If there is any personally identifiable information PII that clearly links a student with non-directory FERPA data, and it falls into the hands of someone who does not have a legitimate educational interest in receiving this data, it is a FERPA violation. NOTE: You might be very careful in addressing the email to a recipient who also has a legitimate educational interest in this data, but email is not a secured method of communication APS Use of Electronic Communications and Student Email Policy.
Never send an unprotected file of protected data via email unless it is password protected. In addition, we have seen on occasion unsecured attachments that may have legitimately been sent to someone on campus, but then forwarded on to others who have no legitimate educational interest as defined by FERPA in having access to this data.
Always password protect a file.
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