FERPA, the Student and CPCC

Although September is FERPA Awareness Month, CPCC employees are conscientious about protecting students’ educational records throughout the year. The Family Educational Rights and Privacy Act of 1974, FERPA, awards students’ rights in regards to these educational records. Learn about your rights in the Annual Notification of Rights under FERPA by visiting www.cpcc.edu/admissions/ferpa.

September is FERPA Awareness Month

 Below is the CPCC FERPA annual notification of student rights

  • Students have the right to review their official records maintained by the college. Furthermore, students may question any inaccurate or misleading information and request correction or deletion of such data from their files.

  • All such requests will be sent to the Dean for Admissions, Records, Registration, and Graduation and will become a part of that student’s electronic records

  • All requests for correction of a student record will be acted upon within 45 work days of receipt of the request. If the custodian can verify that such data are, in fact, in error, appropriate corrections will be made and the student will be notified in writing when the correction has been completed. If an error cannot be readily substantiated, the request will be referred to an Ad Hoc Hearing Committee appointed by the Vice President for Enrollment and Student Services. After a student has had the opportunity to present the case to the hearing committee, the committee will render a decision in writing stating the reasons for its decision. If the decision is in agreement with the student’s request, the student will be permitted to review the record to verify that the change has been made correctly. If the student’s request is denied, the student will be permitted to append a statement to the record in question, showing the basis for the disagreement with the denial. Such additions will become a permanent part of the record.

What CPCC Students Need to Know About FERPA

Every student’s educational records at CPCC are protected by PERPA, the Family Education Rights and Privacy Act of 1974. Students have a right to know about the purpose and content of information kept as part of their educational records. They also haveFERPA a right to expect that information in their educational records will be kept confidential unless they give permission to the school to disclose such information.
What information can be disclosed about a student?
At CPCC, only “director information” can be disclosed without the student’s prior written consent. Directory information which MAY be released without prior student written consent includes:
  • student’s name
  • student’s hometown
  • dates of attendance at the college
  • credentials earned and dates awarded
  • student’s major field of study or program
What information cannot be disclosed?
Information which MAY NOT be disclosed without prior written approval by the student includes:
  • Student ID
  • Student’s email or mailing address
  • student’s telephone number
  • SSN
  • Student PIN
  • Grades
  • GPA
  • Class schedule
  • Employment information
  • Academic performance information
  • Admissions information
  • transcripts
  • Financial information
  • Student’s current enrollment status
  • Disciplinary information
  • Class attendance information
  • Student’s place of birth
  • Most recent institution attended
How can you prevent directory information from being shared?
If you want to suppress your directory information from being disclosed to anyone outside of the college, you must make the request in writing to the Associate Dean for Graduation and Records by the third week of the term each semester.
How can you give permission to the college to let a family member or spouse have information?
To grant CPCC permission to release information about your records to a third party, you must submit a completed Student Information Release Authorization form. You must sign the form and show your CPCC student ID card when presenting the form. In the event the form is submitted by a third party (such as a parent, spouse, etc.) then that person must have a photocopy of your CPCC ID card.
A separate form must be submitted for each request and it must specify what information is to be disclosed. To obtain the form, go to www.cpcc.edu/admissions/student-records and click on “Student Information Release Authorization form.”
The Student Information Release Authorization form gives permission for the release of only specified information to the indicated third party. It cannot be used to authorize a standing release of information.

Annual Notification of Rights Under FERPA

 The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are: FERPA

  • The right to inspect and review education records.

To review records, students and former students may go to the Student Records; present a valid photo identification card; and ask to review the record. If it is an inappropriate time to retrieve the record on short notice or because of a variety of circumstances, Central Piedmont Community College may delay to a maximum of 45 days to release the records for review.

  • The right to request amendment of education records that students believe are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

Students may question information in their educational records that they believe to be incorrect or inaccurate. This request must be in writing and must be submitted to the records custodian, the Associate Dean for Graduation and Records.  All requests for corrections will be acted upon within 45 work days of receipt of the request.  If the custodian can verify that such data are, in fact, in error, appropriate corrections will be made, and the student will be notified in writing when the correction has been completed.  If an error cannot be readily substantiated, the request will be referred to an Ad Hoc Hearing Committee appointed by the Vice President for Enrollment and Student Services.  After a student has had the opportunity to present the case to the hearing committee, the committee will render a decision in writing, stating the reasons for its decision.

  •  The right to consent to disclosures of personally identifiable information contained in education records, except to the extent that FERPA authorizes disclosure without consent.

Central Piedmont Community College has declared the following information to be “directory”: name and hometown; major field of study or program; dates of attendance, degrees, diplomas, or awards received.  “Directory” information may be disclosed without the written consent of the student.  All other disclosures, except when permitted by FERPA, require the written consent of the student.

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 is performing a task that is specified in his or her position description or by a contract agreement, performing a task related to a student’s education, or performing a task related to the discipline of a student.

  • The right to file a complaint with the U.S. Department of Education concerning alleged failures by Central Piedmont Community 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, SW Washington, D.C. 20202-5920

Phone: 202.260.3887

Fax: 202.260.9001

Email: ferpa@ed.gov

September is FERPA Awareness Month at CPCC!

What is FERPA? FERPA stands for the Family Educational Rights and Privacy Act and is the federal law that protects educational records. CPCC maintains FERPA by strictly protecting all student educational records.

What information MAY be disclosed about a student?

At CPCC, only “directory information” can be disclosed without the student’s prior consent. Directory information that may be released includes:

  • Student’s name
  • Student’s hometown
  • Dates of attendance at the college
  • Credentials earned and dates awarded
  • Student’s major field of study or program

Information that MAY NOT be disclosed without prior written consent includes:

  • Student ID
  • Student’s email or mailing address
  • Student’s telephone number
  • Social Security Number
  • Student PIN
  • Grades
  • GPA
  • Class Schedule
  • Transcripts
  • Financial information
  • Disciplinary information
  • Class attendance information

If you want to suppress your directory information from being disclosed to anyone outside of the college, you must make the request in writing to the Associate Dean for Graduation and Records by the third week of the term.

 

FERPA Facts

During the month of September, Admissions, Registration, Records, & Graduation will be hosting FERPA Awareness Month! FERPA

What is FERPA?

The Family Educational Rights and Privacy Act of 1974 is federal legislation regarding the privacy of student records.  It governs the disclosure of education records maintained by institutions (including CPCC) and access to those records.

What rights does FERPA give students?

  • Inspect and review their education records
  • Have some control over disclosure of information from their education records
  • Seek to amend incorrect education records

What is an education record?

All records that directly relate to a student and are maintained by the college are considered education records.  These records can take numerous forms (paper records, media files, etc.) – they do not only refer to records stored in Student Records or in Colleague.

What type of information may be shared?

Without the student’s written consent, only directory information may be released.  At CPCC, the following are considered directory information and may be released without prior written consent from the student:

  • Student’s name
  • Student’s hometown
  • Date of attendance at the College
  • College degree completion dates & degrees earned
  • Student’s program of study
  • Most recent previous institution attended and degrees earned

What if I want to give my parents or spouse access to my records?

Students may give a third party access to specific records by completing a Student Information Release Authorization Form.  The completed form must specify the records to be released and the individual to whom they may be released.  This form should be presented to the appropriate college representative (faculty member if you are granting access to class grades, Student Records if you are releasing a transcript, etc.) by you.  If presented by the third party, then that person must have a copy of your CPCC Student ID.  This helps keeps your records protected!