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FERPA

Overview

The Office of the Registrar is obligated to protect student privacy. We are regulated by the Federal Family Educational Rights and Privacy Act (FERPA) of 1974 which covers:
  • Management of student records maintained by St. Francis College
  • Regulations regarding who has access to student records
  • Reasons for which access to student records is granted

The act also:

  • Permits St. Francis College to release limited "directory information" without a student's consent
  • Guarantees students access to their records, and allows them to restrict such access to others

Students may restrict or permit access to their academic records by in one of the following ways:

  1. Log into Ellucian Self Service and navigate to the View/Add Proxy in the User Profile option. Your Proxy will be granted access to login and view information available on Self Service.
  2. If you prefer, you can submit a form and outline specific permissions. The form must bear your signature and be submitted to [email protected] or faxed to 718-489-2059.
  3. To withhold information, students must make a formal request by submitting a signed, dated letter to the Office of the Registrar. Students are advised that withholding information may carry certain consequences. Please see a few example of the consequences in the detailed description below.

Family Educational Rights and Privacy Act

The Family Educational Rights and Privacy Act of 1974 (also called FERPA or the Buckley Amendment), as amended, grants students certain rights, privileges, and protections relative to in­dividually identifiable student education records maintained by St. Francis College. Students have the right to inspect and review their education records within 45 days of the day the College receives a request for access.

Students wishing to review their record should submit to the Registrar, Dean, head of the academic department, or other appropriate official a written request that identifies the record(s) they wish to inspect. The College official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the College official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

Students have the right to request the amendment of such records to ensure that they are not inaccurate, misleading, or otherwise in violation of the student’s privacy or other rights.

Students who believe their record is inaccurate or misleading may request that the College amend the record by writing to the College official responsible for the record. The request should clearly identify the part of the record to be changed, and specify why it is inaccurate or misleading. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

Students have the right to consent to disclosure of personally identifiable information contained in their education records, except that information which FERPA authorizes disclosure without consent (a representative list of exceptions appears below).

Students have the right to file with the U.S. Department of Education a complaint concerning alleged failure by the College to comply with FERPA to:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5920

The College may deny access to the following classes of records:

  • Financial information submitted by parents.
  • Confidential letters or recommendations placed in the file prior to January 1, 1975.
  • Confidential letters or recommendations to which the student has waived rights of inspection.
  • Private records of instructors, counselors, or administrators kept for their own use.
  • Medical, psychiatric, psychological, or similar records.

The College may disclose educational records without written consent of students:

  • To personnel within the College who maintain educational records and those with a legitimate educational interest, in­cluding faculty or staff who deal with the student and carry out education duties, and employees designated by them to assist in these tasks. St. Francis College defines “legitimate educational interest” as “needs the record(s) to carry out em­ployment responsibilities.” Therefore, any College employee (or person acting on behalf of the College) may have access to student records without the student’s written consent if that person needs the access to carry out his or her employment responsibilities.
  • To officials at schools, colleges, or universities participating in cross-enrollment programs for the purposes stated in the bullet above.
  • To officials of other colleges or universities in which the student seeks to enroll.
  • To accrediting organizations approved by the College carrying out their accrediting functions.
  • To certain officials of the U.S. Department of Education, the Comptroller General, and state and local educational authori­ties in connection with certain state or federally supported education programs.

Directory Information

Student Directory information may be released without the student’s prior consent. St. Francis College defines the following as Directory information:

  • student’s name.
  • address, telephone number(s), and e‑mail address(es).
  • age (or date of birth) and place of birth.
  • photographs.
  • major and minor fields of study.
  • level (undergraduate/graduate) and class year.
  • schedule(s) of classes, enrollment load(s) (full-time/part-time), and dates of attendance.
  • matriculation status and date.
  • honors and awards.
  • degrees received (including date of award).
  • previous institutions attended.
  • participation in clubs, sports, or student activities.
  • height and weight of members of athletic teams.