FERPA Policy Statement
Student Rights under the Family Educational Rights and Privacy Act of 1974
The following is intended to notify all students of their rights with regard to education records under the Family Educational Rights and Privacy Act (FERPA) of 1974 and the federal regulations and college policy adopted pursuant to the Act. A more detailed description of those rights, titled "Connecticut College Policy Statement on Education Records of Students," which includes the location of most types of student education records, is available here and from the Office of the Registrar.
FERPA provides students with a right to review education records and to prevent disclosure of personally identifiable information contained in their education records.
"Education records" include records, files, documents, and other materials that contain information directly related to a student and are maintained by the College. Certain types of information are not considered "education records" under FERPA.
These include:
(i) records made by College personnel, including professors, which are in the sole possession of the person who made the records and are not accessible or revealed to any other person.
(ii) records maintained by the Campus Safety for law enforcement purposes.
(iii) medical and counseling records that are used solely for treatment.
Students have the following rights:
1 The right to inspect and review information contained in the student's education records. A student who wishes to inspect and review his or her education records should request an appointment with the official responsible for maintaining the records in question. Within a reasonable time after receipt of the request, not to exceed forty-five days, the responsible official will make the records sought available for review and advise the student of the time when and place where the records may be reviewed. The opportunity to inspect and review education records will be confined to normal business hours on days when the College is open. At the time of review, the official responsible for the records or a member of his or her staff will be available to respond to requests to explain the records. Students have the right to review only their own education records. When a record includes information about other students, that information will not be disclosed.
2. The right to seek amendment of the student's education records that the student believes to be inaccurate, misleading, or otherwise in violation of the student's privacy rights. The process includes the right to a hearing if the outcome of the challenge is unsatisfactory and the right to submit an explanatory statement for inclusion in the education record if the outcome of the hearing is unsatisfactory. A student who wishes to challenge part of his or her education records should first discuss the matter with the College official who has control over the records in question. If the matter cannot be resolved within 7 days, the student may submit a written request to the Dean of Student Life, who will respond within 7 days. If the outcome is unsatisfactory to the student, the student may submit a written request for a hearing to the Dean of the College. A hearing will be conducted, within 45 days of the request, by the Dean of the College or by another College official who does not have a direct interest in the outcome of the hearing. In accordance with federal regulations, the student will be entitled to present evidence at the hearing and be assisted by individuals of his or her choice, including an attorney, at his or her own expense. A written decision, based on the hearing, will be issued within 30 days of the hearing, which will be the College's final decision. If the amendment requested is denied, the student may place a statement in his or her records commenting on the accuracy of the information in the record and/or explaining his or her disagreement with the College. This statement will become part of the education record and will be disclosed whenever the contested portion of the education record is disclosed.
3. The right not to have personally identifiable information from the student's education records disclosed without the student's consent, except to the extent that FERPA authorizes disclosure without consent. FERPA allows certain types of information to be disclosed without the student's consent, including information that is disclosed to other College officials who have a legitimate educational interest in the information and "directory information." If a student if claimed as a dependent on federal income tax forms, FERPA policy allows the college to share information with parents without the student’s consent. It does not, however, require the College to do so.
a.College officials with a legitimate educational interest. The College may disclose personally identifiable information from a student's education records, without the student's consent, to other College officials, employees, or agents, including faculty members, who have a legitimate educational interest in the information. An official has a legitimate educational interest if the official needs the information to fulfill his or her professional responsibilities or duties. This may include action or interest related to the student's education, discipline, a service or benefit for the student, evaluation of a student's academic work, maintenance of campus safety and security, and any other action or interest relating to the administration of the College's academic, administrative or financial programs.
B. Directory information.
The types of information listed below are designated by the College as directory information and, as such may be disclosed for any purpose at the discretion of the College, without the student's consent:
1. The name of the student who is or has been in attendance
2. The dates of attendance and class year
3. The local address and telephone number
4. The permanent address and telephone number
5. The date and place of birth
6. The major field of study
7. Participation in college-sponsored co-curricular activities and athletics
8. The height and weight of members of athletics teams
9. The degrees and awards received
10. The most recent previous educational institution attended
11. Photograph from the Freshman Record Book
12. E-mail address
Under FERPA, students have the right to refuse to permit the designation of any or all of this personally identifiable information as "directory information," and thereby have the information withheld from public disclosure, by filing a written request to the Office of Records and Registration on or before the date for the Change of Course period. In the absence of receipt by the Registrar of such a request, it will be assumed that the above information may be disclosed for the current academic year. A new request for non-disclosure must be completed each academic year.
4. The right to file a complaint with the U.S. Department of Education. Students have 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. 20202-5920
FERPA Full Policy Statement on Educational Records of Students, updated March 2006
FERPA Student Authorization and Waiver for Release of Educational Records (pdf)
Last Modified: Monday, September 27, 2010 3:38 PM