Access to Student Educational Records
Rights and Privacy Act (FERPA)
The Federal Family Educational Rights and Privacy Act of 1974
(FERPA) affords to students, who are currently or were previously enrolled at
Bridgewater State University as registered students, the right of access to
their educational records that contain information directly related to such
persons. Individuals who unsuccessfully apply to the University for admission are not covered under the Act.
FERPA also restricts the persons to whom the University can
release a student’s educational records without the prior written consent.
The “educational records” of a student include files, documents,
and any other materials regularly maintained in connection with a student’s
enrollment at the University.
The following are examples of records not covered under FERPA:
Records maintained personally by faculty that are not available to others.
Records that are created or maintained by a physician, psychologist or other
recognized professional that are used in connection with treatment to the
student and are not available to anyone other than the treatment provider.
Records created by campus law enforcement, for law enforcement purposes, and
maintained by the law enforcement unit.
The University may release
"directory information" with respect to a student without the
student's consent. The University is required to give notice of the categories
of information that it will treat as "directory information."
Accordingly, the University hereby gives notice that it has designated the
following categories of information as directory information with respect to
student's name and hometown
• college or school and major field of
• participation in officially recognized
activities and sports
• weight, height, and age of members of
• dates of enrollment
• class level (i.e., freshman, sophomore,
or first-year, second-year, etc.)
• enrollment status (i.e., full-time or
part-time, undergraduate or graduate)
• certificates, degrees and awards
received, including dean's list and graduation honors
student's grades are considered directory information only to the extent that
dean's list and graduation honors may be published. Individual grades and GPA
information are not directory information and will not be released without the
consent of the student.
STUDENTS’ RIGHTS TO ACCESS
Students who wish to review their academic record should submit a
request in writing to the Registrar, identifying the specific record(s) they
wish to inspect. Within 45 days, the Registrar will make arrangements for
access and notify the student of the time and place where the record(s) may be
Students may ask the University to amend a record that they believe is
inaccurate or misleading. Requests to amend should be made in writing to the
Registrar, clearly identify the part of the record they want 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 their right to a hearing regarding the request for amendment.
right to challenge grades does not apply under the act unless the grade
assigned was inaccurately recorded.
ACCESS BY OR RELEASE TO
The University does not generally
permit access to, or release of, educational records or personally identifiable
information contained therein to any party without the written consent of the
student except to the extent that the law authorizes disclosure without consent.
The University may, however, under FERPA release such data to certain persons
1.) Officials of
the University who have a legitimate educational interest in obtaining access
to the records in order to fulfill their professional responsibilities. A
school official is defined as a person employed by the University in an
administrative, supervisory, academic, 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 (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.
2.) Persons who
require access in connection with the student's application for, or receipt of,
3.) Upon request,
the University may disclose education records without consent to officials of
another school in which a student seeks or intends to enroll or where the
student is already enrolled, so long as the disclosure is for purposes related
to the student's enrollment or transfer.
4.) The University
may release such information in compliance with a judicial order or pursuant to
any lawfully issued subpoena. As a general policy, before any information is so
released, the University will first attempt to notify the student at the
student's most recent address as shown in the records maintained by the
5.) In connection
with an emergency, the University may release information from educational
records to appropriate persons if the knowledge of such information is
necessary to protect the health or safety of a student or other persons.
Release to others:
consent or request by a student, the University will release information from
the student's educational records to third parties. The student should make a
request for such release to the department or office having custody of the
record involved. Any student who wishes
to authorize a third party to speak with the University regarding their student
record should complete an Authorization for the Release of Student Information. Students should identify the
specific information from their educational record that is to be released to
the authorized third party. The authorization remains in effect until revoked
by the student in writing. Neither FERPA nor this authorization requires the
University or its employees to disclose information.
University may release directory information without the student's consent. As
a public university, all directory information is considered public
information, and is therefore subject to release to outside parties upon
Preventing disclosure of directory information: Any student who
wishes to prevent the disclosure of directory information can complete a request form and return it to the Registrar’s Office.
Questions: Any questions related to FERPA or concerns about the
privacy of a students’ educational record or this policy should be brought to
the attention of the Registrar, Boyden Hall 003
Any complaints regarding the violation
of a student’s rights under FERPA may be filed with:
Policy Compliance Office
U.S. Department of Education