FERPA

Description of the Family Educational Rights and Privacy Act of 1974.

The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law designed to protect the privacy of and limit access to student educational records. FERPA grants to students certain rights, privileges and protections relative to the identifiable information contained within their educational records maintained by the University. Specifically:

  • Students have some control over the disclosure of information. A student's educational records (with the exception of directory information) will be released to third parties outside the University only with the consent of the student.
  • Students have the right to inspect, review and request amendment of their educational records.
  • Students have the right to challenge information contained within their educational records.
  • Students have the right to file a complaint with the U.S. Department of Education if they believe their rights under FERPA are violated.

Educational records covered by FERPA include grades, housing information, financial status, results of disciplinary proceedings, etc. FERPA does not apply to Medical, Disability and Counseling records, which are confidential and protected.

FERPA permits the release of directory-type information to third parties outside the institution without written consent. Students may file a Request for Non-disclosure of Student Directory Information, meaning no information, including directory information, will be released, except as required by law. This means that the University cannot verify enrollment and degrees earned requests from potential employers or insurance companies. Requests from the student for Enrollment Verifications or Transcripts may be honored regardless of the hold with verified student authorization. Requests for non-disclosure remain in effect even after graduation and may be rescinded with a verified signature. For students who have rescinded their Non-disclosure and left the University, it can only be reinstated if the individual re-enrolls.

Directory information includes

  • Name
  • ERAU e-mail or box address
  • Campus, school, or college attended
  • Course of study and areas of specialization
  • Dates admitted, attended, and graduated
  • Enrollment and class status (freshman, senior, full-time, part-time, etc.)
  • Degrees sought or earned and dates received or anticipated
  • Awards, honors, and special programs or recognitions
  • For student athletes and scholarship recipients, the ERAU ID photograph

The following is also included as Directory Information, but is only released for compelling reasons and only with advance approval of the Registrar, Dean of Students or their designee:

  • Permanent or local mailing addresses and telephone numbers
  • Non-ERAU email addresses or account information
  • Date of birth
  • Factual disciplinary history, including the results of disciplinary processes or the fact that action was pending at the time of withdrawal
  • Information from public sources

Directory information cannot include a student’s identification number or social security number, race, ethnicity, nationality or gender.

To request Non-Disclosure of Directory Information:
The Non-Disclosure of Directory Information form must be completed and presented to University personnel along with a photo ID. Unless notarized, the form should be signed in the presence of University personnel after identification has been verified.

Non-directory information contained within a student’s educational record may include grades, GPA, disciplinary proceedings, and social security and student numbers. Disclosure of non-directory, personally identifiable information requires student consent. This means that the University must withhold such information from parents and others, who believe their relationship with the student entitles them to have the information (even on occasions when the student prefers the information be released), if consent for release is not given.

Consent for release is not required for disclosure:

  • to school officials, including the National Student Clearinghouse, with legitimate educational interests;
  • to state, federal and local authorities conducting audits, evaluations or enforcement of education programs, or to organizations working on their behalf;
  • to accrediting organizations;
  • in connection with financial aid;
  • to parents of a dependent child when the most recent tax return is provided;
  • in compliance with a lawfully issued subpoena;
  • in a health or safety emergency.

If you are a current student, you may review the training for granting auxiliary access inside ERNIE (Embry-Riddle's Intranet portal). Students may grant Auxiliary Access to non-directory records through Campus Solutions in their Student Self Service Center. Under FERPA, the University cannot release non-directory information if it has not been given permission to do so, unless under the circumstances listed above. The University is able to release non-directory information only when the student has granted access via Auxiliary Access. FERPA forbids requiring students to give such permission. Once Auxiliary Access has been granted, the University will be able to disclose non-directory information and respond to inquiries from the student designated individuals.  Students may revise their designations for disclosure at any time through Auxiliary Access in Campus Solutions.

Each year, the University catalog contains annual disclosure information about FERPA. Students may request additional information regarding FERPA, or a copy of the University policy (APPM 1.22) describing the regulations implementing this act, by contacting their campus Registrar/Records and Registration Office. Visit the U.S. Department of Education Website.