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The federal Family Educational Rights and Privacy Act of 1974 (20 U.S.C. 1232g) (FERPA) and regulations adopted thereunder (34 C.F.R. 99) set out requirements designed to protect students’ privacy in their educational records maintained by the university. The statute and regulations govern access to certain student records maintained by the university and the release of those records. FERPA provides that the university must give a student access to most records directly related to the student, and must also provide opportunity for a hearing to correct the records if the student claims they are inaccurate, misleading, or otherwise inappropriate. The right to a hearing under this law does not include any right to challenge the appropriateness of a grade determined by the instructor. FERPA generally requires the university obtain a student’s written consent before releasing personally identifiable data pertaining to the student. The university has adopted a set of policies and procedures governing implementation of FERPA and the regulations. Copies of these policies and procedures may be obtained at the Office of Records and Registration, the Office of the Vice Provost for Academic Programs and Undergraduate/Graduate Studies. Among the information included in the university statement of policies and procedures is:
- The student records maintained and the information they contain;
- The university official responsible for maintaining each record;
- The location of access lists indicating persons requesting or receiving information from the record;
- Policies for reviewing and expunging records;
- Student access rights to their records;
- Procedure for challenging the content of student records; and
- The student’s right to file a complaint with the Department of Education. The Department of Education has established an office and review board to investigate complaints and adjudicate violations. The designated office is: Student Privacy Policy Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, D.C. 20202-5920.
FERPA authorizes the university to release “directory information” pertaining to students. “Directory information” may include the student’s name, address, telephone listing, electronic mail address, photograph, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, grade level, enrollment status, degrees, honors, and awards received, and the most recent previous educational agency or institution the student attended. The university may release this “directory information” unless the university has received prior written objection from the student specifying the information the student requests not be released. Written objections must be sent to the Office of Records and Registration.
The university may release this “directory information” at any time unless the university has received prior written objection from the student specifying the information the student requests not be released. Forms requesting the withholding of directory information are available at the Office of Records and Registration, SBS 133.
The FERPA authorizes the university to provide access to student records to university officials and employees who have legitimate educational interests in such access. These persons have responsibilities in the university’s academic, administrative or service functions and have reason for accessing student records associated with their university or other related academic responsibilities. Student records will be disclosed to the CSU Chancellor’s Office to conduct research, to analyze trends, or to provide other administrative services. Student records may also be disclosed to other persons or organizations under certain conditions (e.g., as part of the accreditation or program evaluation; in response to a court order or subpoena; in connection with financial aid; or to other institutions to which the student is transferring).
Disclosure of Student Information
Agencies of the State of California may request, for recruitment purposes, information (including the names, addresses, major fields of study, and total units completed) of CSU students and former students. The university is required by law to release such information to state agencies. Students may request, in writing, release of such information. Students may also forbid release of any personally identifiable information to state agencies or any other person or organization. Forms requesting the withholding of personally identifiable information are available in the Office of Records and Registration, SBS 133.
Career Placement
The Career Services Center and/or Center for University Advancement may furnish, upon request, information about the employment of students who graduate from programs or courses of study preparing students for a particular career field. Data provided must be in a form that does not allow for the identification of any individual student. This information includes data concerning the average starting salary and the percentage of previously enrolled students who obtained employment.
The information may include data collected from graduates of the university or graduates of all universities in the California State University system.
Student Papers, Theses, or Projects
The university may require that graduate or undergraduate student papers, theses, or projects be placed in the library, available to interested members of the public. Students may wish to secure copyrights for their work. For information regarding proper procedure for obtaining a copyright, contact the library’s documents section (3rd floor) or the Office of Academic Programs.
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