FERPA

The Family Educational Rights and Privacy Act (FERPA)

Notification under FERPA of Student Rights Concerning Education Records and Directory Information

To view the full CUNY FERPA Policy, Click Here.

The Student Records Access Policy of the Board of Trustees of The City University of New York (CUNY) provides that the University and its colleges shall be in full compliance with the Family Educational Rights and Privacy Act (FERPA), 20 U.S. §1232g, and its implementing regulations, 34 CRF Part 99.

Under FERPA, students generally have the right to review their education records and must consent in writing before certain personally identifiable information is disclosed to third parties. These guidelines contain information about these requirements and important exceptions, as well as definitions, procedures, and the annual notification of student rights.

The FERPA rights of students are:

1. The right to inspect and review your education records.
   Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written request that identify the record(s) they wish to inspect.  If the records are not maintained by the college official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.All requests shall be granted or denied in writing within 45 days of receipt.  If the request is granted, you will be notified of the time and place where the records may be inspected.  If the request is denied or not responded to within 45 days, you may appeal to the college’s FERPA appeals officer.  Additional information regarding the appeal procedures will be provided to you if a request is denied.
2. The right to request the amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.
   You may ask the college to amend a record that you believe is inaccurate, misleading, or otherwise in violation of your privacy rights under FERPA.  You should write to the college official responsible for the record, clearly identify the part of the record you want changed, and specify why it is inaccurate or misleading.If the college decides not to amend the record as requested by you, the college will notify you of the decision and advise you of your right to a hearing before the college’s FERPA appeals officer regarding the request for amendment.  Additional information regarding the hearing procedures will be provided to you when notified of your right to a hearing.
3. The right to consent to disclosure of personally identifiable information contained in your education records, except to the extent that FERPA authorizes disclosure without consent.
   One exception which permits disclosure without consent is disclosure to college officials with legitimate educational interests.  A college 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 as its agent to provide a service instead of using University employees or officials,  a person serving on the Board of Trustees, or a student serving on an official committee, such as a disciplinary committee, or assisting another college official in performing his or her tasks.A college official has a legitimate educational interest if access is reasonably necessary to fulfill his or her professional responsibilities for the University.Upon request, the college discloses education records without consent to officials of another college or school in which a student seeks or intends to enroll.
4. You may appeal the alleged denial of FERPA rights to the:
   General Counsel and Vice Chancellor for Legal Affairs
   The City University of New York
   205 East 42nd Street 
   New York, New York 10017
   Email: ogc@cuny.edu
5. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the college to comply with the requirements of FERPA.  The name and address of the Office that administers FERPA are:
   Family Policy Compliance Office
   U.S. Department of Education
   400 Maryland Avenue, SW
   Washington, DC 20202-5920
6. The college will make the following “directory information” concerning current and former students available to those parties having a legitimate interest in the information:  name, attendance dates (periods of enrollment), address, telephone number, date and place of birth, photograph, e-mail address, full or part-time status, enrollment status (undergraduate, graduate, etc.), level of education (credits) completed, major field of study, degree enrolled for, participation in officially recognized activities and sports, height and weight of athletic team members, previous school attended, and degrees, honors, and awards received. By filing a form with the Registrar’s Office, you may request that any or all of this directory information not be released without your prior written consent. This form is available in the Registrar’s Office and may be filed, withdrawn, or modified at any time.

FERPA Release Form

Students who wish to grant third parties, including parents, access to educational records maintained by the student’s college should use this form, which requires a date and signature. Electronic signatures are acceptable only if the College can identify and authenticate the student as the source of the release.

To access and complete the fillable FERPA Release Form, Click Here. Please submit the completed form to mecregistrar@mec.cuny.edu.

FERPA Non-Disclosure Form

This form must be filed with the Registrar’s Office if you do not wish directory information to be disclosed without your prior consent (see the University’s definition of directory information below.) Directory information otherwise may be made available to any parties to whom the University wishes to provide it. The instructions on this form may be changed at any time by filing a new form with the Registrar’s Office. You should initial the appropriate spaces.

Directory information consists of a student’s: (a) Name; (b) Address*; (c) Email Address*; (d) Telephone number*; (e) Attendance dates (semesters and sessions, not daily records); (f) Photograph; (g) 8-digit Student ID number (but only if the identifier cannot be used to gain access to education records except when used in conjunction with one or more factors that authenticate the user’s identity); (h) Enrollment status (full or part-time, undergraduate or graduate, etc.); (i) Level of education (credits completed); (j) Degree enrolled for and major field of study; (k) Participation in officially recognized activities and sports (teams); (l) Height and weight ( for members of athletic teams only); (m) Degrees, honors and awards received.

To access the FERPA Non-Disclosure Form, Click Here. Please submit the completed form to mecregistrar@mec.cuny.edu.

FERPA Appeal Request Form

You may use this form to appeal your college’s denial of your earlier appeal for access to your student records or any other alleged denial of FERPA rights. You must appeal within 30 days of the date of the college’s denial by completing this form and sending it to:

General Counsel and Vice Chancellor for Legal Affairs
The City University of New York
205 East 42nd Street
New York, New York 10017

Email: ogc@cuny.edu

To access the FERPA Appeal Request Form, Click Here.