WHAT DOCUMENTS CAN BE REMOVED FROM AN EDUCATION RECORD BEFORE THE STUDENT VIEWS THE RECORD?
- Any information that pertains to another student
- Financial records of the student's parents
- Some confidential letters and statements of recommendation under conditions described in FERPA section 99.12
WHAT IS DIRECTORY INFORMATION?
Institutions may disclose information on a student without violating FERPA through what is known as "directory information". This generally includes a student's name, address, telephone number, age, major field of study, participation in officially recognized sports and activities, weight and height of athletes, dates of attendance, degrees and awards received and other similar information. Each institution is required to annually notify students in attendance of what constitutes directory information. This notice must also provide procedures for students to restrict the institution from releasing his/her directory information.
WHEN DO YOU NEED CONSENT TO DISCLOSE PERSONALLY IDENTIFIABLE INFORMATION FROM AN EDUCATION RECORD?
With specific exceptions, (listed below), a signed and dated consent by the student must be provided by the student before any disclosure is made.
The written consent must:
- Specify the records that may be disclosed
- State the purpose of disclosure
- Identify the party or class of parties to whom the disclosure may be made
HOW CONSENT IS GRANTED TO DISCLOSE STUDENT INFORMATION
The student must provide a release in order for us to share student information. At PSU this is accomplished through eProxy. Within a student's GUSaccount there is a link titled "Authorize Release of University Records (eProxy)" which allows them to grant specific information to be shared, with whomever they name, for a length of time they also designate.
All public colleges must comply with the Family Educational Rights and Privacy Act (FERPA) and not provide student record information without consent of the student. eProxy is PSU's totally paperless means of providing third-part access to enrollment, grade, and financial information for the student who provides an electronic release.
Once authorization has been granted the designated party will receive an email providing complete directions with an embedded web link within the email to a web page where the individual will create their personal login access. This step is necessary in order to confirm process completion within the PSU system and must be completed within 30 days. Upon finishing this process the designated party will have access to the information granted and will also be able to have direct contact with personnel in the allowed areas (e.g. Financial Assistance, Cashiers and Student Accounts, and Registrar's Office). More information about this process may be found at: https://go.pittstate.edu/eproxy.user.faq
WHAT IS "PERSONALLY IDENTIFIABLE INFORMATION"?
- The student's name
- Name of the student's parent or other family members
- Address of the student or student's family
- A personal identifier, such as a social security number or student number
- A list of personal characteristics that would make the student's identity easily traceable
WHEN IS THE STUDENT'S CONSENT NOT REQUIRED TO DISCLOSE INFORMATION?
The exceptions are:
- To University faculty, staff, and administrators with a legitimate educational interest (defined in the University's annual notification)
- To parents of a "dependent student" as documented on a recent tax return
- To Federal, State and local education authorities involving an audit or evaluation of compliance with education programs
- In connection with processing Financial Aid
- To accrediting organizations
- To comply with judicial order or subpoena
- Health or safety emergency
- Directory information
- To the student
- Results of disciplinary hearing to an alleged victim of a crime of violence
Requests to disclose should always be handled with caution and approached on a case-by-case basis.
Please note that, in compliance with a 1997 federal statute designed to advance military recruiting, we may release dates of birth to the military unless the student notifies us that he or she wishes that the information be withheld.
Based on a new FERPA regulation effective January 8, 2009, colleges may upon request, disclose education records without consent to officials of another school in which a student seeks or intends to enroll, or where the student is already enrolled so long as the discolsure is for purposes related to the student's enrollment or transfer.