Questions and Answers about FERPA
The Family Educational Rights and Privacy Act of 1974 protects the confidentiality of student records. FERPA governs (1) the release of educational records maintained by the college and (2) access to these records.
FERPA Release Form
Students who are currently enrolled in Monroe College or formerly enrolled regardless of their age or status in regard to parental dependency. Parents of students termed "dependent" for income tax purposes may have access to the student's educational records. The College does not permit the release of education information of deceased students for 25 years after their death unless authorized by the executor/executrix of the deceased student's estate or parents, or next of kin, if an executor/executrix has not been appointed.
- The right to inspect and review the student's education records within 45 days of the day that the College receives a request for access
Students should submit to the Office of the Registrar, written requests that identify the records they wish to inspect. The College 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 College 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 the amendment of the student's education records that the student believes are inaccurate or misleading
Students may ask the College to amend a record that they believe is inaccurate or misleading. They should write the College official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or 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.
- The right to consent to disclosure of personally identifiable information contained in the student's 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 is a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Regents; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request the College discloses education records without consent to officials of another school in which a student seeks or intends to enroll.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by Monroe 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
600 Independence Avenue, SW.
Washington, D.C. 20202-4605
Educational records are those records, files, documents or other materials which contain information directly related to a student and that are maintained by any employee or an agent of the college.
Educational Records DO NOT Include:
- Records made by college personnel that are the sole possession of the maker and not revealed to any other person.
- Records maintained by the College Police for law enforcement purposes.
- Counseling and medical records.
- Alumni records.
- Employment records relating to an individual who is employed by the college not as a result of their status as a student.
- Records of individuals who have applied to the college, but have not attended.
- Directory information
At the Postsecondary level, parents have no inherent rights to inspect a student's education records. The right to inspect is limited solely to the student. Records may be released to parents only if one of the following conditions has been met:
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through the written consent of the student.
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in compliance with a subpoena.
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in connection with some health or safety issues.
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By submission of evidence that the parent declare the student as a dependent on their most recent Federal Income Tax form.
Monroe College is not required to disclose information from the student's education records to any parent of a dependent student. However, it may exercise its discretion to do so.
The following items are designated "Directory Information" and may be released at the discretion of Monroe College. Students may request that directory information not be disclosed by completing an "Authorization to Withhold Directory Information" form and returning it to the Office of the Registrar or the Office of Student Affairs. Please consider carefully the consequences of this decision. Should you decide not to release any of the information; any request for such information from Monroe College will be refused.
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Name
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Dates of Attendance
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Enrollment Status
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Date and Place of Birth
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Class
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Major
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Awards
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Honors
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Degrees conferred
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Past and present participation in officially recognized sports and non-curricular activities
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Physical factors (height, weight) of athletes
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Previous educational institutions most recently attended
- Prior consent of student
- To authorized representatives of the following government entities:
-Comptroller General of the United States
- Secretary of Education
- U.S. Attorney General for law enforcement purposes
- To agents acting on behalf of the institution (e.g. National Student Clearinghouses)
- To parents of a dependent student
- To comply with a judicial order or subpoena
- "Student Recruiting Information" to military recruiters for recruiting purposes only (Solomon Amendment). Student recruiting information is name, address, telephone listing, age (or year of birth), level of education, and major
- To authorized representatives of the Department of Veterans Affairs for students receiving educational assistance from the agency
Students wishing to grant permission for release of student records to parents on a one-time or permanent basis must complete the appropriate form. See approved forms section of this webpage below.
