CSU-Pueblo Policy: Privacy And Release Of Student Education Records (FERPA)

Policy Title: Privacy And Release Of Student Education Records (FERPA) Category: Administrations
Owner: Vice President for Enrollment Management, Communications and Student Affairs Policy ID#: 2-008-00
Contact:
Registrar
Web: http://www.csupueblo.edu/records/
Email: registrar@csupueblo.edu
Phone: 719-549-2261
Effective Date: 7/1/2016
Viewing/Downloading Options:

Policy Statement and Purpose:

 

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. Colorado State University-Pueblo’s practice in regard to student record keeping and access is based on the provisions of FERPA. FERPA applies to the Education Records of Colorado State University-Pueblo students who are currently enrolled, or who were formerly enrolled, regardless of their age or status with regard to parental dependency. A student is considered to be currently enrolled and covered under FERPA when the student enrolls in classes at the University. For specific details, visit or contact the Registrar’s Office (Administration Building, Room 202).

Schools may disclose, without consent, directory information (designated below), collectively or individually. Colorado State University-Pueblo does publish several bulletins, lists, brochures, catalogs, directories, yearbooks, commencement items, annuals, guidebooks, news releases, sports information, honor rolls, etc., containing this directory information which specifically identifies students and information about them.

 Directory information includes, but is not limited to,

  • Student’s name
  • Address
  • Telephone listing
  • Electronic mail address
  • Photograph
  • Date and place of birth
  • Major field of study
  • Grade level
  • Enrollment status (e.g., undergraduate or graduate, full-time or part-time)
  • Dates of attendance
  • Participation in officially recognized activities and sports
  • Weight and height of members of athletic teams
  • Degrees, honors, and awards received
  • The most recent educational agency or institution attended

 

A student, by the end of the second week of classes, must notify the Registrar’s Office (Administration Building, room 202) in writing that directory information should not be released without prior written consent by completing the “Request to Withhold/Release Directory Information” form. If a student later wants this information released when

requested, he/she needs to complete a new “Request to Withhold/Release Directory Information’’ form. Generally, schools must have written permission from the eligible students in order to release any information from a student’s education record.

 However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31) which include but are not limited by:

 

  • School officials with legitimate educational interest;
  • Other schools to which the student is transferring;
  • Specified officials for audit or evaluation purposes;
  • Appropriate parties in connection with financial aid to a student;
  • Accrediting organizations;
  • Organizations conducting certain studies for or on behalf of the school;
  • To comply with a judicial order or lawfully issued subpoena;
  • Appropriate officials in cases of health and safety emergencies; and
  • State and local authorities within a juvenile justice system, pursuant to specific State law;
  • The disclosure is to parents, of a dependent student, pursuant to the IRS code;
  • The disclosure of the final results of a disciplinary proceeding to a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense;
  • The disclosure is to a parent of a student under the age of 21 who is disciplined due to a violation any Federal, State, or local law, or of any rule or policy of the institution, governing the use or possession of alcohol or a controlled substance; and
  • The disclosure concerns sex offenders and other individuals required to register pursuant to the Violent Crime Control and Law Enforcement Act of 1994, and the information had been provided to the university. Subject to the conditions set forth in 99.31-99.35 of the Act.

 

References

2016/2017 Catalog page 46.

 

 

 

csu-pueblo logo

The CSU-Pueblo Policy Library is maintained by the CSU-Pueblo General Counsel's Office