Annual FERPA Notification
I want to take this opportunity to give you a brief summary of your rights under the Family Educational Rights and Privacy Act (FERPA), the federal law that governs release of and access to student education records.
These rights include:
1. The right to inspect and review your education record within a reasonable time after the University receives a request for access. If you want to review your record, contact the University office that maintains the record to make appropriate arrangements.
2. The right to request an amendment of your education record if you believe it is inaccurate or misleading. If you feel there is an error in your record, you should submit a statement to the University official responsible for the record, clearly identifying the part of the record you want changed and why you believe it is inaccurate or misleading. That office will notify you of their decision and advise you regarding appropriate steps if you do not agree with the decision. This does not apply to grade changes – all grading decisions are at the discretion of the faculty member.
3. The right to consent to disclosure of personally identifiable information contained in your education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with “legitimate educational interests.” A school official has a legitimate educational interest if the official has a “need to know” information from your education record in order to fulfill his or her official responsibilities. Examples of people who may have access, depending on their official duties, and only within the context of those duties, include:
- University faculty and staff;
- Agents of the institution or a person/organization acting as an official agent of the institution and performing a business function or service on behalf of the institution, such as the National Student Clearinghouse;
- A member of the law enforcement unit or health staff;
- Students employed by the institution or who serve on official institutional committees;
- Persons employed by the institution in an administrative, supervisory, academic or research, or support staff position.
The University may, although we are not required to and may be more restrictive, release personally identifiable information from your education record without your written consent if the disclosure meets the following conditions:
- To officials of another institution of postsecondary education where the students seeks or intends to enroll, or where the student is already enrolled so long as the disclosure is for the purposes related to the student’s enrollment or transfer.
- To authorized representatives of federal, state or local educational authorities.
- In connection with financial aid for which the student has applied or the student has received.
- Organization conducting studies for, or on behalf of, the institution.
- To the parents of a dependent student.
- To an accrediting organization.
- To comply with a judicial order or lawfully issued subpoena.
- In connection with a health or safety emergency.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. The address is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5901
5. Release of student record information is generally not done at the University of Colorado Boulder without the expressed, written consent of the student. There are, however, some exceptions. For example, directory information includes the following, and may be released without the student’s consent:
- Mailing and permanent addresses;
- Email address;
- Local telephone number (not those defined as home or cell);
- College of enrollment;
- Majors/minors/field of study;
- Class (freshmen, sophomore, etc.);
- Attendance status (including current enrollment, dates of attendance, full-time/part-time, withdrawn;
- Previous educational institutions attended;
- Degrees/honors/awards (including certificates, thesis and dissertation titles) and dates conferred;
- Expected date of completion in enrolled course of study;
- Participation in officially recognized activities and sports, weight and height of members of athletic teams;
- College Opportunity Fund application and authorization status (for undergraduate Colorado residents only);
- Class seating assignment and roster for students enrolled in a common course;
- Photo of student;
- Employment related to student status;
- Student employment (e.g. teaching assistant, resident advisor, work-study or other) positions held at the University and dates of employment.
6. You have the right to withhold the release of directory information. Students wishing to place "Full Privacy" or "Limited Privacy" on their education record must come into the Office of the Registrar with photo identification to complete the written request. Important details regarding placing a "Full Privacy" or "Limited Privacy" on your record:
"Full Privacy" status: No information about you will be released to the general public, unless one of the FERPA exceptions applies. The University receives many inquiries for directory information from a variety of sources outside the institution, including friends, parents, relatives, prospective employers, the news media, and honor societies. Having "Full Privacy" on your record will preclude release of such information, even to those people. "Full Privacy" applies to all elements of directory information on your record.
"Limited Privacy" status: Only limited directory information will be released to the general public, unless one of the FERPA exceptions applies.
View more details about your rights and any University policies related to Family Educational Rights and Privacy Act.
Questions concerning FERPA should be referred the Office of the Registrar at firstname.lastname@example.org or (303) 492-6970.
University of Colorado Boulder
20 UCB Boulder, CO 80309
Phone: 303- 492-6970
Map: Regent Administrative Center Room 105