FERPA

The Family Educational Rights & Privacy Act (FERPA) governs what information can and cannot be shared with anyone who is not the enrolled student. The FERPA Act of 1974 protects the privacy of individual students by placing restrictions on the disclosure of information.

At Rowan University, the protection of each student’s FERPA rights begin when they start classes.

Utilizing proxy access, Rowan University students can grant to designated indiviuals the ability to view certain student information via Self-Service Banner. The person being granted access to the student’s information is referred to as the “proxy”. Students may also permit access to other information beyond the proxy access through the completion of an authorization under the Family Educational Rights and Privacy Act (“FERPA”). However, subject to the exceptions outlined under FERPA, students themselves retain primary authority to grant or deny access to their records. If proxies wish to speak to Rowan University staff members, employees, or administrators, on any matter besides a matter that is administrative in nature, proxies should include students in that meeting and if proxies fail to do so, Rowan staff members, employees, and administrators may include the student in any meeting. To set up proxy access and FERPA authorization, students may do so using the "Proxy Access" button below.* 

Privacy & Email Information

Federal FERPA regulations require that students submit all official University forms or requests from their official Rowan email address in order to be processed. These regulations restrict staff from disclosing personal information to any other email account. All inquiries that require a staff member to view a student's Rowan records must be sent through an official Rowan email account.

FERPA Rights

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

1. The right to inspect and review the student's education records within 45 days of the day the University receives a request for access.
   • Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish 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.
2. The right to request the amendment of the student's education records that the student believes are inaccurate or misleading.
   • Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University 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 University decides not to amend the record as requested by the student, the University 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.
3. The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Rowan University to comply with the requirements of FERPA. The name and address of the Office that administers FERPA are:
   
   • Family Policy Compliance Office, US Department of Education400 Maryland Avenue, SW, Washington, DC 20202-5920 
   • http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html

FERPA Information for Faculty and Staff

• Who can release student information?
  An institution may disclose personally identifiable information without the student's written consent to "school officials" whom the institution has determined to have a "legitimate educational interest."
• Obligation to release record information
  An institution is not obligated to release directory information to anyone. FERPA only says that an institution MAY release information, but there is no obligation to do so. When in doubt, do not release information.
• When do FERPA rights begin?
  At Rowan University, the protection of each student’s FERPA rights begin when they start classes.
• Disclosure and Release of Student Information Upon Death
  The restrictions of the release of educational records governed by FERPA expire with the death of the student. The University maintains full discretion with regard to the release of the information. Parties requesting educational records for a deceased person must notify the Dean of Students in writing of their request.  The request must include documentation of the relationship of the requestor to the deceased and the reason for the request.
• Student workers
  FERPA does not preclude an institution from identifying students as "school officials" with a "legitimate educational interest" for specific purposes. The same requirements and responsibilities for a full time school official exist for student workers. The student workers must be trained on FERPA just as if they were faculty or staff.
• Fraternities/sororities
  Many fraternities and sororities maintain scholarship committees, academic excellence awards and related types of activities that are based upon personally identifiable information. However, fraternity and sorority members in charge of these activities are not "university officials" and may not have access to student record information, unless the student has provided written authorization.
• Financial holds
  Students have the right to inspect the contents of their student folder, regardless of their financial status with the institution. However, an institution is NOT REQUIRED to release an official transcript if the student has a past due account.
• Subpoenas
  At Rowan University, all subpoenas are first reviewed by the Office of General Counsel to determine the appropriate course of action.
• Crisis situations/Emergencies
  If non-directory information is needed to resolve a crisis or emergency situation, an education institution may release that information if the institution determines that the information is "necessary to protect the health or safety of the student or other individuals." Factors to be considered or questions to be asked in making a decision to release such information in these situations are: (1) the severity of the threat to the health or safety of those involved; (2) the need for the information; (3) the time required to deal with the emergency; (4) the ability of the parties to whom the information is to be given to deal with the emergency.
• How can Rowan University faculty/staff view the official list of those students who have approved FERPA authorization, granting access to their academic records?
  Authorized faculty and staff may visit ferpa.rowan.edu to log in to the secure Admin Interface tool to access the database of submitted FERPA authorizations.
• Who to contact with questions/concerns
  General questions may be directed to the Office of the University Registrar, as appropriate: registrar@rowan.edu, (856) 256-4360.

FERPA Information for Parents

The Family Educational Rights and Privacy Act transfers control of the student's educational record to the student at the college level as college students are considered responsible adults who determine what personal information will be released to whom. Under this law, parents who want to receive a copy of their student’s academic or financial records can do so if their student signs a release form.

• When do FERPA rights begin?
  At Rowan University, the protection of each student’s FERPA rights begin when they start classes.
• How can I get a copy of my student’s grades?
  The quickest, easiest way for parents to receive information about the student's grades, financial statement, or other student information is for the student to provide it. Students can look up information online, print it off, and give or e-mail a copy to their parents. Students may also provide parents with proxy access, which allows them to look up information in Self-Service Banner.  
• If I’m paying for my child’s education, why can’t I get a copy of their records?
  FERPA requires that access to a college student’s records must be granted by approval of the student. Parents can, however, receive information about their student’s records if the student agrees to provide access. 
• My student provided me with access to their records. Can you e-mail a copy of their transcript?
  As a matter of policy, the University does not release private information over the phone or by e-mail. If a student has provided you with proxy access, you may access the student transcript on Self-Service Banner. 
• Isn’t there a FERPA provision that colleges and universities can contact parents if a student violates alcohol or drug policies?
  FERPA regulations allow, but do not require, higher education institutions to provide notice to parents when a student violates federal, state or local laws related to alcohol or drugs. 
• Where can I find out more about FERPA?
  The U.S. Department of Education is responsible for overseeing FERPA. See the Department’s Web site for additional information: www.ed.gov/policy/gen/guid/fpco/ferpa/.

FERPA Exceptions

One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. 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. A school official is:

• A person employed by the University 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 University has contracted (such as an attorney, auditor, or collection agent);
• A person serving on the Board of Trustees;
• 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.

Public Notice Designating Directory Information

Rowan University has designated the following categories of student information as Directory Information. Such information may be disclosed by the institution.

Students have a right to withhold the disclosure of this information, but must do so in writing to the Office of the University Registrar via email to registrar@rowan.edu. Rowan University assumes that any student who does not specifically request the withholding of any Directory Information categories indicates individual approval for disclosure.

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