Per the federal Family Educational Rights and Privacy Act (FERPA), students are guaranteed the following rights in regard to their education records.
The right to inspect and review education records. Students may request access to their education records maintained by any education official of the institution that is the keeper of the particular record. Education records do not include certain records such as sole possession records, medical records, certain employment records, and law enforcement records.
The right to seek to amend education records. Students may request that records considered inaccurate, misleading, or an invasion of privacy be amended or removed from their education records. Requests are submitted direct to the recordkeeper, but may be appealed to the Dean of Students. As a resolution to amending records, a student may document objections to a record in a written statement. The student's statement must be maintained by the recordkeeper for as long as the objectionable record is maintained, and disclosed whenever the objectionable record is disclosed.
The right to have some control over the disclosure of information from education records. Except where permitted by FERPA, the prior consent of the student is required for the University to disclose non-directory information about a student to a third party. Students may request that the University not disclose certain or all information from their education records. Requests to restrict the disclosure of information from education records must be submitted in writing to the Registrar's Office. These requests remain in effect until revoked in writing.
The right to file a complaint for an alleged violation of FERPA rights. Questions, issues, and other problems regarding the FERPA rights of students at CGU should first be referred to the University Registrar. Formal complaints for an alleged violation of rights under FERPA are filed in writing with the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington DC 20202-5920.
In compliance with FERPA, the University designates the following personally identifiable information about a student as directory information: name; CGU e-mail address; degree/certificate program of study; concentration of study; dates of attendance; degrees, certificates, and honors received, including the conferral date; most recent previous institution attended; and photograph. Unless restricted by a student, directory information may be released to the public without the prior consent of the student.
The University permits access to specific student information by education officials with a legitimate educational interest. Education officials include CGU staff, faculty, and other individuals and entities designated by the University to perform its administrative, academic, supervisory, or other educational tasks and functions. Legitimate educational interest exists when an education official requires access to specific information about a student in order to accomplish a University-delegated task or function.
Education officials also include non-CGU entities such as certain members of the Claremont University Consortium and the National Student Clearinghouse.
Addendum - January 2012
As of January 3, 2012, the US Department of Education expanded the circumstances under which disclosure of education records--including Social Security Numbers, grades, and other non-directory information--may be permitted without the prior written consent of the student.
The US Comptoller General, the US Attorney General, the US Secretary of Education, and other state and local authorities may allow access to any third party designated by a federal or state authority for the purpose of evaluating a federal- or state-supported education program. Evaluation may relate to any proram that is "principally engaged in the provision of education," including early childhood education, job training, and any program that is administered by an education agency or institution.
In addition, federal and state authorities may allow access to education records to researchers performing certain types of studies, even if Claremont Graduate University objects to or has not initiated such research. Federal and state authorities must obtain certain use-restriction and data securities agreements from entities they authorize to access and receive personally identifiable information from education records. However, federal and state authorities are not required to possess or maintain direct control over those entities.
To facilitate the development of Statewide Longitudinal Data Systems (SLDS), state authorities may collect, compile, permanently retain, and share personally identifiable information from education records without the prior consent of the student. These data efforts may track student participation in education and other programs by linking personally identifiable information obtained from federal and state sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.
FERPA Requests and Authorizations
FERPA Records Restriction Form. Students who wish to restrict the disclosure of information from their education records must submit a FERPA Records Restriction Form to the Registrar's Office.
Authorization to Release Information from Student Education Records. Per FERPA, the prior written consent of the student is required for CGU to disclose non-directory information from a student's record. Students must complete the FERPA Authorization to Release Information from Student Education Records form and submit it to the Registrar's Office in order to request disclosures to individuals or entities who are not education officials as designated in CGU's Student Privacy/FERPA policy.
Questions regarding FERPA and the application of FERPA at CGU should be directed to the University registrar.