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Student Records
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| Background
The Family Educational Rights and Privacy Act of 1974 (FERPA) (also known as the Buckley Amendment) is a Federal law designed to protect the privacy of a student’s personal education records kept at the University. The law provides that the institution will maintain the confidentiality of each student’s education records and covers matter relating to access to student records and the disclosure of such records. The purpose of this document is to outline the privacy policies of SDSU. For complete information about these policies, please read the complete FERPA policies referring to the Federal Register. A complete copy of the FERPA regulations is available in the Personnel and Registrar’s Office.
Basic Policy
No information other than Directory Information shall ever be released without current written permission from the student. Permission is valid for one year from the date it was written. This means that written and dated permission is required from a student before information can be released to a student’s parent or legal guardian. This also means that at no time shall any information other than Directory Information be released over the telephone because the caller’s identification cannot be determined.
Information which must not be released includes, but is not limited to, social security number and all grade information, direct or indirect. Examples of direct grade information are course grades and GPA information. Examples of indirect grade information include rank in class and probation and suspended status. Any information not specifically listed below in the directory information section must NOT be released without written consent of the student.
For questions, please call the Registrar.
Directory Information
The federal privacy act defines some information as Directory Information. SDSU personnel may, upon request, either orally, in writing, or electronically disclose Directory Information, including:
• student’s name
• current and past course registration(s)
• student’s gender
• student class level
• address (local, family, permanent)
• degrees and awards received
• telephone number (local, family, and permanent)
• all previous educational institutions attended
• date and place of birth
• participation in officially recognized activities and sports
• major program of study
• weight and height of athletic team members
• minor program of study
• name and address of emergency contact
• dates of attendance
• email address
• any photographic material containing the image of the student (i.e., yearbook, electronic image, etc.)
Although directory information is public, SDSU personnel are encouraged to use professional discretion in the release of this information. Mass information requests of Directory information for solicitation purposes will not be granted.
Withholding Directory Information
A student may withhold any or all directory information for a school term (e.g. Fall, Spring, or Summer) by completing a request form in the Registrar’s office at the beginning of each term, on or before the census date for the term (last day to add a course). The request form is only valid for that term.
A security code will be placed on the student’s records within the Student Information System, Colleague, for those who wish to withhold Directory Information. SDSU employees will be restricted to information on Colleague when a security code is placed on the student’s name. Requests for a security code to be placed on a student’s records are only effective for the term applied, and must be requested on a term by term basis.
Exceptions to the Basic Policy
No one shall have access to, nor will SDSU disclose any information from a student’s education records (other than the Directory Information noted previously) without the current written consent of the student, except to the following:
1. SDSU employees with a legitimate educational interest in the student. A legitimate educational interest is one that enhances the student’s development through teaching, data gathering and record keeping, academic advising, counseling, placement, testing, financial aids, housing, remedial and co-curricular activities or related educational goals. Employees must present a picture ID before information will be released. SDSU employees must also honor the following conditions.
(a) Maintain confidentiality. SDSU personnel may, from time to time, receive written or electronically transmitted material from the Registrar or other offices containing confidential information (examples: advising documents, grade reports, GPA book, probation and suspended lists). The following SDSU policy statement applies to all confidential student information received.
“Information has been forwarded to you at the request of the student or because of your responsibilities as an employee of the university with the understanding that it will not be released to other parties. The Family Educational Right and Privacy Act of 1974 prohibits release of this information to a third party without the student’s written consent. Please return this material to us if you are unable to comply with the condition of release.”
(b) Caution: Information is accurate when it is prepared. However, due to the dynamic nature of data, the information received (yesterday, last month, and last year) may no longer be current.
2. Accrediting agencies carrying out their accreditation function. These agencies shall be provided access to students’ educational records only through the respective college dean and/or the Registrar.
3. Others approved by the Dean of Student Affairs or Registrar. Requests for information from any other party may only be approved for release by the Dean of Student Affairs or Registrar or his/her designee.
Additional Student Rights
1. FERPA provides an opportunity for a student to inspect and review his/her education records. It requires that students be notified about their rights and existing records via at least one University publication that is distributed to the entire University community. It also permits the student to request an opportunity for a hearing to challenge the content of education records believed to be inaccurate or misleading or in violation of the student’s right to privacy or other rights (for information contact the Dean of Student Affairs).
(a) All students wishing to review a copy of their education record must present picture identification and a list of documents they wish to review.
(b) All students wishing to receive a copy of their education records must make a written request to the Registrar and present picture identification when picking up the information in person. There are predetermined fees for copies of a student’s education records. (Cost is $5.00 for each copy ordered). Only official copies of transcripts are provided. A two-three day turnaround is required. Transcripts will not be released if a financial hold exists for a student. Except in unusual circumstances, SDSU will not make copies of source documents (high school, college transcripts) that originated at another agency or institution.
Responsible Official
The Registrar or designee is the SDSU official who coordinates inspection, review, and/or disclosure procedures for student education records. For further questions related to the release of student record information; please contact the Registrar (688-6195) or the Office of the Dean of Student Affairs (688-4493).
Revised 09/2007, Records and Registration Office
Acknowledgement: The above section is a reprint of the SDSU Privacy Act Policies and Procedures, maintained by the Records and Registration Office. Joyce Kepford, Assistant Registrar, is SDSU’s Security Officer for Student Information (Colleague and WebAdvisor Security).
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