FERPA-Student Privacy Records

FERPA - Student Privacy

Grossmont College maintains student records and privacy in accordance with the Family Educational Rights and Privacy Act (FERPA).

What is FERPA?

The Family Educational Rights and Privacy Act of 1974, as amended, sets forth requirements regarding the privacy of student records. FERPA protects students' rights to inspect and review their education records, to request to amend their educational records, and to limit disclosure of personally identifiable information contained in education records.

What are education records under FERPA?

Student education records are defined as records, files, documents and other materials that contain information directly related to a student and are maintained by the institution or by a party acting for the institution. Education records are NOT: sole possession records, law enforcement unit records, employment records, medical records, or post-attendance records.

Who is protected under FERPA?

All currently enrolled and former Grossmont College students, regardless of age, are protected under FERPA.

What is Directory Information?

Directory Information is information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed. The Grossmont-Cuyamaca Community College District has defined directory information to include:

• Name, address, phone number, email address, dates of attendance and enrollment status (full-time, half-time)
• Student participation in officially recognized activities and sports including weight, height and high school of graduation of athletic team members
• Degrees and awards received by students, including honors, scholarship awards, athletic awards, Vice President's and President's recognition

Note: If you wish to opt-out of directory information, please visit the Admissions and Records office to submit your request.

Are my parents allowed access to my education records?

When a student reaches the age of 18 or begins attending a postsecondary institution, regardless of age, FERPA rights transfer from the parent to the student. Parents may obtain directory information from Admissions & Records. Parents may only obtain non-directory information if you, the student, have submitted an Authorization for Release of Information to Admissions & Records specifically to your parents. Photo ID will be required.

I am a parent and I need help logging in to, navigating, and/or processing transactions in my student's WebAdvisor account. What do I do?

College officials will only assist the student with access to his/her WebAdvisor account, which contains records covered under FERPA. Additionally, students at Grossmont College are expected to act on their own behalf, not only out of respect for student privacy, but also to fully engage students in college administrative processes that are essential for their success in college.

When do you need consent to disclose information from my educational record?

A written, signed and dated consent from the student is required prior to the disclosure of personally identifiable information (exceptions apply - see below). The written consent must:

• Identify the records that may be released
• State the purpose of the disclosure
• Identify the third party to whom the disclosure may be made

To whom, and under what conditions, may colleges disclose information without the student's written consent?

• To college faculty, staff and administrators with a legitimate educational interest in the information.
• To Federal, State and local education authorities involving an audit, evaluation or compliance with education programs.
• Agents acting on behalf of the college (i.e. National Student Clearinghouse) in connection with processing financial aid.
• Accrediting organizations.
• To comply with a judicial order or subpoena.
• In connection with a health or safety emergency if the information will assist in resolving the emergency.