Annual FERPA Notification
The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. These rights include:
The right to inspect and review the student’s education records within 45 days after the day Grantham University receives a request for access.
- Educational records are defined as records related to a student, and maintained by an educational agency or institution or by a party acting for the agency or institution, if certain conditions are met. Education records do not include sole possession records, law enforcement unit records, employment records, medical records, or post-attendance records.
- A students should submit to the registrar, dean, or head of the academic department, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The University 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 University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
The right to request an amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.
- Students may ask the University to amend a record that they believe is inaccurate, misleading, or otherwise in violation of the student’s privacy rights. They should write the Registrar, clearly identify the part of the record they want changed, and specify why it is inaccurate, misleading or otherwise in violation of the student’s privacy rights.
- If Grantham University decides not to amend the record as requested by the student, the University will notify the student in writing of the decision and advise the student of his/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. This procedure, however, may not be used to seek a change in grades.
The right to provide written consent before Grantham University discloses personally identifiable information contained in your education records, except to the extent that FERPA authorizes disclosure without consent.
The University may disclose education records without a student’s prior written consent under several FERPA exceptions including:
- Disclosure to school officials with legitimate educational interests
- Other schools to which a student is transferring
- Specified officials for audit of evaluation purposes
- Appropriate parties in connection with financial aid to a student
- Organizations conducting certain studies for or on behalf of the University
- Accrediting organizations
- State and local authorities
- Appropriate officials in cases of health and safety emergencies
- In compliance with a judicial order or other lawfully issued subpoena
- Release of student directory information is also permitted by FERPA. Grantham University has designated the following as Student Directory Information:
Major field of study
Participation in officially recognized activities
Honors and awards received
Dates of attendance
Such information is generally available for public release including photographic, video or electronic images. If you do not want this information released, you should file a request for confidentiality with the Office of the Registrar within 30 days of enrollment or by October 1 of each year for non-new students. The University cannot assume any responsibility to contact the student for any subsequent permission to release information and will assume no liability for honoring the student’s request to restrict disclosure of any directory information. The University reserves the right to exercise its discretion under FERPA to limit the disclosure of directory information to specific parties, for specific purposes or both. The University is obligated to provide some of the items classified above as directory information to military recruiters upon request unless a student has filed the request for confidentiality with the Office of the Registrar as prescribed above formally requesting the University to withhold directory information from all third parties.
The right to file a complaint with the U.S. Department of Education concerning alleged failures by Grantham University to comply with the requirements of FERPA. The office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
What is FERPA?
The Family Educational Rights and Privacy Act (FERPA) is a federal law that affords you, as a student, the right to have access to your education records, the right to seek to have your records amended, and the right to have some control over the disclosure of personally identifiable information from your education records. The FERPA statute is found at 20 U.S.C. § 1232(g) and the FERPA regulations are found at 34 CFR Part 99.
What is an educational record?
Any record that contains personally identifiable information that is directly related to you is an education record under FERPA. This information can also include records kept by Grantham University in the form of student files, student system databases kept in storage devices such as servers, or recordings or broadcasts which may include student projects. The records may be maintained by Grantham University or by a party or organization acting on behalf of Grantham. Such records may include:
- Written documents
- Computer media
- Microfilm and microfiche
- Video or audio tapes or CDs
How am I informed about my rights under FERPA?
Grantham University is required to notify you about your rights under FERPA. Section 99.7 of the FERPA regulations sets forth the requirements for the notification. Grantham University does not have to individually notify you but does have to notify you by any means that are reasonably likely to inform you of your rights. Grantham notifies students via the web, the University Catalog, and a link to the University Catalog on the Student Portal.
Under what circumstances may Grantham University disclose information from my education records without my consent?
There are several exceptions to FERPA’s general prior consent rule that are set forth in the statute and the regulations. See § 99.31 of the FERPA regulations. One exception is the disclosure of “directory information” if Grantham University follows certain procedures set forth in FERPA. (34 CFR § 99.31(a)(11). Disclosure of confidential records to third parties may be made in an emergency situation, if necessary, to protect you or other persons against a threat to the safety or health of either, when, due to the exigent circumstances, consent cannot be obtained. Disclosure shall be limited to the necessary information only, and to the persons who need to know the information. Disclosure shall also be made pursuant to a lawfully issued subpoena or judicial order. For a more detailed list of circumstances for which the University may disclose information without a student’s consent, please refer to the University Catalog.
What is Directory Information?
FERPA defines directory information as information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed. Typically, directory information includes information such as name, address, telephone listing, email address, hometown, major field of study, participation in officially recognized activities, picture, honors and awards received, and dates of attendance. Grantham University could also include the directory information notification as part of the general notification of rights under FERPA. The means of notification could include publication in various sources, including a newsletter, in a local newspaper, or in the student handbook. Grantham University does not have to notify a student individually. (34 CFR § 99.37.).
How do I consent to the release of my education records?
If you are a Grantham University student, you may authorize the release of your record to someone or some agency other than a Grantham University employee. In order for the University to release these records, it must have your consent. To give your consent:
- Complete and sign a Consent to Release Education Record form. You may print this form from our Web site or you may request a form from the Registrar by sending an email to email@example.com.
- Return the form via firstname.lastname@example.org or fax at 816.595.5757.
How do I revoke my consent to release my education records?
You may revoke your consent after you have given it. Complete and sign the top section of the Revocation of Consent form. You may print this form from our Web site or you may request a form from the Registrar by sending an e-mail to email@example.com. Return the form via e-mail to firstname.lastname@example.org or fax to 816-595-5757.