FERPA for Staff
Who can release student information?
An institution may disclose personally identifiable information without the student's
written consent to "school officials" who the institution has determined to have a "legitimate educational interest." A school official is a person employed by the college in an administrative, supervisory,
academic or research, or support staff position. A legitimate educational interest
exists if the official needs to review a student's education record in order to fulfill
his/her professional responsibility.
What is directory information?
Directory information is information Clark College may choose to release to a third
party without the student's written consent. Please consult with the Registrar when a third party is requesting directory information. Clark College has designated the following as directory information and may release
it, unless the student has submitted a request for non-disclosure:
- Student’s name
- Major field of study
- Enrollment status
- Dates of attendance
- Participation in recognized sports
- Degree or certificate earned
- Term degree or certificate awarded
- Honors
Obligation to release record information
An institution is not obligated to release directory information to anyone. FERPA
only stipulates that an institution MAY release information, but there is no obligation to do so. Always contact the Registrar before releasing directory information to a third party
who is not a school official.
What is a request for non-disclosure?
While enrolled, a student may request that the institution not release directory information
about him/her. Institutions must comply with this request. At Clark College, students
who wish to restrict the release of directory information about themselves must complete
a "Request To Restrict Directory Information" form, available by visiting the Enrollment
Services Office in Gaiser Hall 128. The completed form must be submitted in person
to the Enrollment Services Office with photo ID.
Students who wish to restrict directory information should know that THIS ACTION COULD
HAVE NEGATIVE CONSEQUENCES. The names of students who have requested non-disclosure
of their directory information will not appear in the commencement bulletin and other
college publications. Also, employers, loan agencies, scholarship committees and the
like will be denied any of your directory information.
DO NOT RELEASE will show as a student's postal address in SMS if he or she has requested
non-disclosure. If you are asked any question by a third party about this student,
you should respond: "I have no information on that person."
Deceased students
The privacy rights of an individual expire with that individual's death. Deceased
students' records are governed by institutional policy rather than FERPA. Clark College
exercises its own discretion in deciding whether and under what conditions information
should be disclosed to survivors or third parties.
Student workers
FERPA allows institutions to identify 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. Student workers must be
trained on FERPA 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 "college 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 records, 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 Clark College, all subpoenas are first reviewed by the Attorney General 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. Contact the Registrar
for assistance in making this decision.