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Family Educational Rights and Privacy Act (FERPA) Policy

  1. Purpose

  1. The Family Educational Rights and Privacy Act (“FERPA” - 20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to students who are at least eighteen years old or who attend or attended a post-secondary institution, even if they have not reached the age of eighteen.

  2. Policy

    It is the policy of Centenary University (“University”) to comply with all provisions of FERPA.

  3. FERPA Summary

    Below is a summary of the important rights granted to students under FERPA. To view the definitive set of regulations and for other helpful information, please visit: http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html

    1. Definitions
      1. Education Record

        Education Record means any record (1) directly related to a student and (2) maintained by the University or a party acting for the University. There are several important categories of records that are specifically exempted from the definition of an Education Record:

        1. Records of instructional, supervisory, administrative, and certain educational personnel, which are in the sole possession of the maker of the records, and are not accessible or revealed to any other individual except a substitute who performs on a temporary basis the duties of the individual who made the records,
        2. Records maintained by a law enforcement unit of the University that were created by that law enforcement unit for the purpose of law enforcement,
        3. Records relating to individuals who are employed by the University, which are made and maintained in the normal course of business, relate exclusively to individuals in their capacity as employees, and are not available for use for any other purpose,
        4. Records relating to a student, which are: (1) created or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional, acting in their professional capacity or assisting in a paraprofessional capacity; (2) used solely in connection with the provision of treatment to the student; and (3) not disclosed to anyone other than individuals providing such treatment.
        5. Records that only contain information about an individual after they are no longer a student at the University.
      2. University Official

        3. University Official means a person employed by the University in an administrative, supervisory, academic or research, or support staff position, including health or medical staff; a trustee, public safety officer, or outside contractor such as an attorney or auditor acting as an agent for the University; a student serving on an official committee, such as a disciplinary or grievance committee or who is assisting another University Official in performing their tasks; and any contractors, consultants, volunteers or other party to whom the University has outsourced institutional services or functions as long as the individual: (1) performs a service for which an institution would otherwise have to use its own employees; (2) is under the direct control of the University with respect to the use and maintenance of the education record; and (3) is subject to the same conditions on use and re-disclosure of education records that apply to other University Officials.

      3. Directory Information

        4. Directory Information means the following student information:

        • Student name
        • Address
        • Campus e-mail address
        • Dates of attendance at the University
        • Registration status
        • Graduating Class
        • Major field of study
        • Awards
        • Honors
        • Degree(s) conferred and date(s) received
        • Past and present participation in officially recognized sports and activities
        • Physical characteristics (height, weight) of NCAA athletes
        • Previous educational institutions attended

    Legitimate Education Interest

    Legitimate Education Interest means an interest that a University Official has in the protected records when the University Official is performing a task that is:

    • Specified in their position description or contract agreement;
    • Related to a student’s education; or
    • Related to the discipline of a student.

    Personally Identifiable Information

    Personally Identifiable Information includes, but is not limited to:

    • The student's name
    • The name of the student's parent or other family members
    • The address of the student or student's family
    • A personal identifier, such as the student's social security number, student number, or biometric record
    • Other indirect identifiers, such as the student's date of birth, place of birth, and mother's maiden name
    • Other information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the University community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty
    • Information requested by a person who the educational agency or institution reasonably believes knows the identity of the student to whom the education record relates.