Student Requests Under FERPA
Student Requests Under FERPA
Purpose
This procedure outlines the process for students to exercise their rights under the Family Educational Rights and Privacy Act (FERPA), including requesting to inspect education records, requesting amendment of records, filing a statement regarding contested information, restricting directory information, and filing complaints.
Scope
This procedure applies to all current and former students whose education records are maintained by the institution.
Types of FERPA Requests
Students may submit requests to:
- Inspect and review their education records.
- Request an amendment to records believed to be inaccurate or misleading.
- Request placement of a written statement in the education record if an amendment is denied.
- Restrict the release of directory information.
- Revoke a previous directory information restriction.
- Authorize disclosure of education records to third parties.
- File a complaint regarding alleged FERPA violations.
Procedure
Step 1 – Complete the Appropriate Request Form
Students should complete the FERPA Request Form available on the Registrar’s webpage in the FERPA Information and Forms section.
The request should include:
- Student name
- Student ID number
- Current contact information
- Type of FERPA request
- Description of the records involved
- Reason for the request (if applicable)
- Signature
- Date
Step 2 – Submit the Request
Requests should be submitted by using our FERPA Request Form:
Requests sent from non-institutional email addresses may require additional identity verification.
Step 3 – Identity Verification
Before processing any request, the Registrar's Office will verify the student's identity.
Verification may include:
- Government-issued photo ID
- Student ID card
- Secure login credentials
- Additional authentication as necessary
Processing by Request Type
A. Request to Inspect Education Records
The Registrar's Office will:
- Review the request.
- Determine whether the requested records are education records under FERPA.
- Arrange access within 45 days of receiving the request.
- Notify the student of:
- Date
- Time
- Location or electronic access instructions
Copies are generally not provided unless circumstances prevent the student from inspecting the records in person.
B. Request to Amend Education Records
Students requesting correction of a record must:
- Identify the specific record.
- Describe the requested correction.
- Explain why the information is inaccurate, misleading, or violates privacy rights.
The institution does not amend records because a student disagrees with:
- Grades assigned
- Academic judgments
- Disciplinary decisions made through established processes
The Registrar's Office will:
- Review the request.
- Consult with the office responsible for the record.
- Issue a written decision.
C. If Amendment Is Denied
If the institution denies the request:
The student will receive written notice explaining:
- The reason for the denial.
- The right to request a FERPA hearing.
- Instructions for requesting the hearing.
D. FERPA Hearing
If requested:
- A hearing officer with no direct interest in the outcome will be appointed.
- The student may present evidence supporting the requested amendment.
- A written decision will be issued.
E. Placement of a Student Statement
If the hearing upholds the institution's decision:
The student may submit a written statement explaining their disagreement.
The institution will:
- Maintain the statement with the contested record.
- Include the statement whenever the contested record is disclosed.
F. Directory Information Restriction
Students wishing to prevent disclosure of directory information must submit a Directory Information Restriction Request.
Restrictions remain in effect until revoked in writing.
Students should understand that restricting directory information may affect:
- Degree verification
- Enrollment verification
- Commencement publications
- Honor rolls
- Other public recognitions
G. Authorization to Release Records
Students may authorize release of education records to:
- Parents
- Employers
- Licensing agencies
- Scholarship organizations
- Other third parties
The authorization must specify:
- Recipient
- Information to be released
- Purpose of disclosure (if applicable)
- Expiration date (if applicable)
- Student signature
H. Filing a FERPA Complaint
Students who believe their FERPA rights have been violated may first contact the Registrar's Office to seek resolution.
Students may also file a complaint with the appropriate office within the U.S. Department of Education responsible for FERPA enforcement.
Processing Time
|
Request Type
|
Standard Processing Time
|
|
Inspect records
|
Within 45 calendar days
|
|
Amendment request
|
Typically, within 30 business days
|
|
Directory information restriction
|
Generally, within 5 business days
|
|
Release authorization
|
Generally, within 3–5 business days
|
|
FERPA hearing request
|
As scheduled by the institution
|
Responsibilities
Student
- Submit complete and accurate requests.
- Provide required identification.
- Respond promptly to requests for additional information.
Registrar's Office
- Verify identity.
- Review requests.
- Coordinate with record custodians.
- Maintain documentation.
- Ensure compliance with FERPA.
Record Custodians
- Provide requested records.
- Assist in reviewing amendment requests.
- Implement approved changes.
Records Retention
The Registrar's Office will maintain documentation related to FERPA requests in accordance with the institution's records retention schedule and applicable legal requirements.
References
- Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g)
- 34 CFR Part 99
- Institutional FERPA Policy
Student Records Policy