Policy Name: Authorization to Release Students’ Education Records
Responsibility for Maintenance: Registration and Records Office
I. Policy Statement
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their Education Records which includes the right to consent to disclosure of information from their Education Records. The College will disclose information from a student’s Education Records only with the written consent of the student and by those authorized to do so.
II. Reason for Policy
The College is required to comply with its obligations under FERPA, including the obligation to advise students of their rights under FERPA. Under FERPA, students have the right to consent to the disclosure of information from their Education Records.
III. Applicability of the Policy
This policy applies to all departments of the College that maintain Education Records. Education Records include most personally identifiable information pertaining to a student; accordingly, this policy should be reviewed by all College personnel having custody of, or responsibility for, student information. Students should familiarize themselves with this policy in order to ensure that they are aware of their right under FERPA to consent to disclosure.
IV. Related Documents
| Subject || Office Name || Title or Position || Telephone Number || Email/URL |
|General Questions ||Registration and Records Office ||Director, Registration and Records || (315) 498-2350 || firstname.lastname@example.org |
| Release of Education Records to Attorneys || Office of the President || General Counsel || (315) 498-2214 || email@example.com |
| Term || Definition |
| Interested party || A person or agency authorized by the student to have access to his/her education record |
| Student || Registered for at least one course as of the first day of classes in a given semester; or currently or previously enrolled in any academic offering of the College. |
Students must file an Authorization to Release Student Information form available on the College’s website or at Student Central in order to authorize the release of data to individuals the student specifies on the form. Students submitting forms in person must show photo identification. Forms submitted by mail must have a notarized signature. The authorization is valid until revoked by the student.
The Registration and Records Office manages the form and updates the College’s student information system and imaging system to indicate the receipt of the form, to document the specific student data that is available for release, and to document the specific individuals to whom the College is permitted to release the data. The College may impose a charge for copying a student’s records in connection with such a release.
VIII. Forms/Online Processes
Authorization to Release Student Education Records (available at Student Central) http://students.sunyocc.edu/uploadedFiles/New_Student_Site/Student_Central/Reference/Printable_Forms/Authorization%20to%20Release%20Student%20Information%202010.pdf
Approved by the President May 5, 2011