Jul 16, 2024  
2019-2020 Catalog 
2019-2020 Catalog [ARCHIVED CATALOG]

Family Educational Rights and Privacy Act (FERPA)

Notification of Rights under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records.  These rights are:

  1. The right to inspect and review the student’s education records.  The student should submit to the appropriate record custodian a written request that identifies the record(s) he or she wishes to inspect.  The record custodian will make arrangements for access and notify the student of the time and place where the records may be inspected.  Access shall be granted within a reasonable period of time, but no later than 45 calendar days following the request.  If the records are not maintained by the university official to whom the request was submitted, that official shall advise the student of the correct record custodian to whom the request should be addressed.
  1. The right to request the amendment of a portion of a student’s education records that the student believes to be inaccurate or misleading.  To request such an amendment, the student should write to the appropriate record custodian, clearly identify the part of the record that he or she wants to be changed, and specify why it is inaccurate or misleading.  If the university decides not to amend the record as requested by the student, the university will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment.  Additional information regarding the hearing procedures will be provided when the student is notified of the right to a hearing.
  1. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.  One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests.  A school official is defined as a person employed by the university in an administrative, supervisory, academic, or support staff position (including law enforcement unit 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 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.  The university may also disclose information protected under FERPA when other exceptions apply.  Exceptions include, but are not limited to, the parents of a student who is claimed as a dependent for Federal income tax purposes, to the parents of a student under age 21 who commits a drug or alcohol violation, to the appropriate officials during a health or safety emergency, or to the appropriate parties if a residential student is reported as a missing person.
  1. The right to file a complaint with the U.S. Department of Education concerning alleged failure by the university to comply with the requirements of FERPA.  The name and address of the office that administers FERPA is:

Family Policy Compliance Office

U.S. Department of Education

400 Maryland Avenue, SW

Washington, DC 20202-5920

Notice regarding Directory Information

The Family Educational Rights and Privacy Act (FERPA) is a federal law that permits Shawnee State University to disclose appropriately designated “directory information” without a student’s written consent, unless you have advised the university to the contrary in accordance with university procedures.  The primary purpose of directory information is to allow Shawnee State University to include this type of information from your education records in certain publications.  Examples include:

  • A playbill, showing your role in a drama production
  • Dean’s List, President’s List or other recognition
  • Graduation programs
  • SSU Student Directory

Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can also be disclosed to outside organizations without prior written consent.  Outside organizations include, but are not limited to, companies that manufacture class rings or sell vacation trips.  If you do not want Shawnee State University to disclose directory information from your education records without your prior written consent, you must notify the university in writing by completing the appropriate form in the Office of the Registrar.  If you do not complete this form before September 18, 2019, your directory information will be included in the 2019-2020 Student Directory. 

Shawnee State has designated the following information as directory information:

  • Name
  • Address (local, home and university-assigned email)
  • Telephone (local and home)
  • Program of study (including college of enrollment, major and concentration)
  • Enrollment status (e.g. full-time, part-time, withdrawn)
  • Class rank (freshman, sophomore, etc.)
  • Dates of attendance
  • Degree(s) and honors awarded
  • Previous educational agencies or institutions attended
  • Participation in officially recognized activities and sports
  • Weight and height of intercollegiate athletic teams

For more information, please contact the Student Business Center at 740.351.4357.