FERPA for Students

STUDENT RIGHTS UNDER FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT (FERPA)

Coastal Carolina University education record policies comply fully with the Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, enacted as section 438 of the General Education Provisions Act. The University provides official notice to students of their rights under FERPA by publishing such notice in the Coastal Carolina University Catalog and on the Office of the Registrar’s home page. The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records.

DEFINITION OF A STUDENT

At Coastal Carolina University, the moment a student begins classes (regardless of age) their educational record becomes protected under FERPA.

WHAT IS AN EDUCATIONAL RECORD

Those records directly related to a student and maintained by the institution or by a party acting for the institution. These records do not include the following:

1. Records that are kept in the sole possession of the maker and are used only as a personal memory aid. These records are not accessible or revealed to any other person.
2. Records of Coastal Carolina University’s law enforcement unit and created by this unit for law enforcement purposes.
3. Records that are related to individuals who are employed by the institution, which are made and maintained in the normal course of business, relate exclusively to an individual’s employment and are not available for use for any other purpose.
4. Records on a student which are…
1. created or maintained by a physician, psychiatrist, psychologist or other recognized professional, acting in their professional capacity;
2. used solely in connection with providing treatment;
3. disclosed only to individuals providing treatment, so long as the records can be reviewed by a physician or other person as determined by Coastal Carolina University (treatment in this context does not include remedial educational activities that are part of the program of instruction at the institution
5. Alumni records that are received by an institution after the individual has graduated and are not directly related to the individual’s attendance as a student.
6. Grades on peer graded assignments that are placed before collection by the instructor.

WHAT IS DIRECTORY INFORMATION

Information contained in an educational record of a student that would not generally be considered harmful or an invasion of privacy if disclosed. Coastal Carolina University considers the following information directory information:

            student’s name

            student’s mailing address (local, permanent, electronic)

            telephone numbers

            photograph

            electronic image

            semester/s of attendance

            enrollment status (full or part-time)

            date of admission

            date of graduation

            college

            major and minor fields of study

            whether or not currently enrolled

            classification (freshman, etc.)

            type of degree being pursued

            degrees, honors and awards received (including scholarships and fellowships)

            the most recent educational institution attended

            weight and height of members of athletic teams

whether the student has participated in officially recognized activities and sports sponsored by the university

The university may disclose any of these items without prior written consent unless the student has submitted a written request (Student Privacy Form) to the Office of the Registrar not to release directory information pertaining to them. This request can be made at the time of registration but no later than 14 days after the beginning of the term.

LEGITIMATE EDUCATIONAL INTEREST

In accordance with FERPA disclosure of a student’s record without consent may be made in the instances below:

1. To school officials with legitimate educational interests; a school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including campus law enforcement 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. 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.
2. To officials of other institutions in which the student intends to enroll provided that the student has previously requested a release of his/her record to the requesting institution;
3. To authorized representatives of the U.S. Department of Education, the Comptroller General of the United States, the U.S. Census Bureau, the Attorney General of the United States, state/local educational authorities, organizations conducting studies for or on behalf of the University, and accrediting organizations;
4. In connection with a student’s application for, and receipt of, financial aid;
5. To comply with a judicial order or lawfully issued subpoena;
6. To parents of dependent students as defined by the Internal Revenue Code of 1986, Section 152;
7. To appropriate parties in a health or safety emergency; or
8. To the alleged victim of any crime of violence of the results of any disciplinary proceedings conducted by the University.

PARENT/GUARDIAN ACCESS

Without a student’s written consent, Coastal Carolina University cannot release a student’s records to parents or guardians, except in one instance: parents or guardians of a student must complete and sign a verification of student status form and file it with the Office of the Registrar as well as provide proof that they have claimed the student as a dependent on their last federal income tax return.

REFUSAL TO PROVIDE COPIES

Under FERPA Coastal Carolina University is required to provide circumstances why they may refuse to provide copies of elements their educational record. These circumstances are:

1. the student has an unpaid financial obligation to the university
2. transcripts will not be released if the student owes final transcripts from previously attended institutions
3. records being requested are the possession of a previous institution
4. copies of documents on their student file; students may view their records at the Office of the Registrar or may order an official transcript

RECORD OF REQUESTS FOR DISCLOSURE

Any requests Coastal Carolina University receives for disclosure of student information not made by the student shall be kept on the student record.

In accordance with South Carolina law (Section30-2-50 of the Family Protection Act), the University does not sell or give away lists which are in unpublished or computerized form to any outside agency, individual, or business for commercial solicitation purposes.

ADDITIONAL QUESTIONS OR INFORMATION

Additional questions or information may be directed to the Office of the Registrar, Baxley Hall, 843-349-2019, or at registrar@coastal.edu.

You may also visit the Department of Education at www.ed.gov