Education Records and FERPA
Annual Notification of Rights Under the Family Educational Rights and Privacy Act
St. John Fisher College complies fully with the provisions of the Family Educational Rights and Privacy Act (FERPA). Under FERPA, students have, with certain limited exceptions, certain rights with respect to their education records. These rights include:
The right to inspect and review the student’s education records within 45 days of the day the College receives a request for access.
Students should submit to the appropriate official written requests that identify the record(s) they wish to inspect. The College 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 College official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
Only records covered by FERPA will be made available. Students may have copies made of their records, except for an academic record for which a financial “hold” exists or a transcript of an original or source document. Copies will be made at the student’s expense at prevailing rates.
Type, Location, and Custodian of Education Records Maintained by the College
|Admission Records||Office of Admissions||Director of Admissions|
|Academic Records||Registrar’s Office||Director of Academic Information and Registrar|
|Health Records||Health & Wellness Center||Director of Health & Wellness Center|
|Financial Aid Records||Financial Aid Office||Director of Financial Aid|
|Financial Records||Student Accounts||Director of Student Accounts|
|Graduate Placement Records||Career Center||Director of Career Center|
|Disability Records||Office of Academic Affairs||Coordinator of Disability Services|
|Student Conduct Records||Office of the Vice-President for Student Affairs & Diversity Initiatives||Vice-President for Student Affairs & Diversity Initiatives|
The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading.
Students may ask the College to amend a record that they believe is inaccurate or misleading. They should write the College official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.
If the College decides not to amend the record as requested by the student, the College 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 disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
One exception is disclosure to parents of dependent students. Another exception is disclosure to school officials with legitimate educational interests, on a “need-to-know” basis, as determined by the administrator responsible for the file. A “school official” includes: anyone employed by the College in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); any person or company acting on behalf of the College (such as an attorney, auditor, or collection agent); any member of the Board of Trustees or other governance/advisory body; and any 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; to perform a task that is specified in his or her position description or contract; to perform a task related to a student’s education or to student discipline; to provide a service or benefit related to the student or student’s family (e.g., job placement, health insurance); or to maintain safety and security on campus. Upon request, the College may disclose education records without the consent of the student to officials of another school in which the student seeks or intends to enroll.
Other exceptions are described in the FERPA statute and regulations at 34 CFR Part 99.
The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA.
The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, S.W.
Washington, D.C. 20202-4605
The College has designated the following information as directory information:
- Student’s name
- College email address
- Telephone number
- Date and place of birth
- High school
- Field(s) of study
- Advisor name(s)
- Full-time/part-time status
- Class year
- Dates of attendance
- Date of graduation
- Degrees and awards received
- Most recent previous educational institution attended
- Participation in officially recognized activities and sports
- Weight and height of members of athletic teams
The College may publicize or respond to requests for such information at its discretion. However, the use of the records for commercial or political purposes is prohibited unless approved by the appropriate dean.
Currently enrolled students may request that directory information be withheld from disclosure by filing the appropriate form with the Registrar within two weeks after the first day of classes for the fall semester. Requests made after this date should still be forwarded since they will prevent directory information from being released in the future. The College assumes that failure on the part of the student to specifically request the withholding of any directory information indicates approval of disclosure.
Request for nondisclosure will be honored by the institution and remain in effect until withdrawn by the student in writing. Students are advised to exercise caution in requesting nondisclosure of directory information since the inability to verify attendance and/or graduation may adversely affect future employment.
Note: Notification to students of their rights under FERPA is sent via College email each year at the start of the fall semester.
Release of Personal Information to Military Recruiters
At the request of military branches, the regulations under the Solomon Amendment, 32 CFR Part 215, require the College to release select information on currently enrolled students to military recruiters for the sole purpose of military recruiting. Before releasing the requested information, the College will ask if the intent is to use the requested information only for military recruiting purposes.
The military is entitled to receive information about students who are “currently enrolled,” which is defined as registered for at least one credit hour of academic credit during the most recent, current, or next term.
Under the Solomon Amendment, the military is entitled to receive the following student information:
- Age or year of birth
- Telephone number
- Level of education (i.e., freshman, sophomore, or degree awarded to a recent graduate)
If a student has requested that his or her directory information not be disclosed to third parties, as is permitted under FERPA, that student’s information will not be released to the military under the Solomon Amendment. In such instances, the school will remove the student’s information sent to the military and note “We have not provided information for X number of students because they have requested that their directory information not be disclosed as permitted by FERPA.”