C11: Authorization to Release Students’ Education Records

Responsibility for Maintenance: Registration and Records

Date of most recent changes: June 26, 2023

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  

V. Contacts    

Subject   Office Name   Title or Position   Telephone Number   Email/URL  
General Questions Registration and Records Director, Registration and Records  (315) 498-2350 registrar@sunyocc.edu  
Release of Education Records to Attorneys Office of the President Chief of Staff (315) 498-2551 hartj@sunyocc.edu  

VI. Definitions    

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.

VII. Procedures  

Students who wish to authorize the release of any part of or the whole of their educational record to a 3rd party, may do so through MyOCC by granting "proxy access." Permissions for records disclosure may be edited or removed at any time using the same process. The permissions granted will be stored and updated, as the student updates them, in the College's student information system. The College may impose a charge for copying a student’s records in connection with such a release.  

VIII. Forms/Online Processes  

Login to MyOCC to fill out the Authorization to Release Student Education Records.

Approved by the President May 5, 2011

Updated and approved by the President July 10, 2019

Updated and approved by the President June 26, 2023