According to the American Association of Collegiate Registrars and Admissions Officers the essence of the Act as it affects higher education students and institutions is:
• College students must be permitted to inspect their own education records. • Institutions may not disclose information about students nor permit inspection of their records without written permission, unless such action is covered by certain exceptions permitted in the Act.
IV. WHAT IS DAVIS COLLEGE’S POLICY ON FERPA? An education record is defined as a record maintained by an educational institution and includes information that makes a student personally identifiable. Davis College will permit students to inspect and review their education records. It will not disclose education records about students nor allow inspection of student records without a written request. Davis College will also release educational records to parents of students only upon receipt of a written request from both the student and parent. Davis College will maintain a record of each request for access to and each disclosure of personally identifiable information from the education records of each student. The college at its discretion may disclose directory information, but students may protect all or part of this data from disclosure. When an individual requests student information from Davis College, the college will respond in accordance with FERPA guidelines. V. WHAT INFORMATION MAY AN INSTITUTION DISCLOSE? There are two types of information distinguished under FERPA: personally identifiable information and directory information. Certain conditions exist with regards to disclosure of each kind of information. VI. PERSONALLY IDENTIFIABLE INFORMATION Davis College will not disclose personally identifiable information from the student’s education records except with the written consent of the student. Examples of personally identifiable information are:
• The name of the student’s parent or other family member • The address of the student or student’s family • A personal identifier such as the student’s Social Security Number or another student identifier • Other information that would make the student’s identity easily traceable
Prior consent, in the form of a signed and dated document, must be provided by the student to the Registrar’s Office to authorize Davis College to disclose personally identifiable information. The consent: • Must specify records that may be disclosed. • Should state purpose of disclosure. • Must identify party or class of parties to whom disclosure may be made.
VII. PRIMARY EXCEPTIONS In relation to postsecondary institutions, prior consent is not required to disclose personally identifiable information:
To a school official who has a legitimate educational interest.
A school official is defined as administrative and clerical personnel, faculty, Board of Trustees, persons employed by or under contract to Davis to perform a special task, such as an attorney or auditor, and student workers performing assigned tasks.
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