FERPA/Privacy
In this Section:
- Student Records Policy
- Release of Transcripts
- Right of Access
- Disclosure of Student Records
- Notification of Rights under FERPA
Student Records Policy
The Family Educational Rights and Privacy Act of 1974, known as the Buckley Amendment or FERPA, provides that students shall have the right of access to their educational records, and educational institutions shall not release educational records to nonschool employees without consent of the student. “Students” as used in this notice includes former students.
Release of Transcripts
Transcripts of APU course work are available approximately four weeks after the completion of courses. Requests can be made in writing and should include the following information: location of classes taken, last semester attended, where transcript is to be sent, date of graduation (if applicable), Social Security number, and personal signature. The fee is $5 per copy. Transcript Request forms are available in the Office of the Registrar or as a downloadable PDF file*. Transcripts, diplomas, and/or verifications of degrees will not be released until all financial obligations to the university are met.
Right of Access
With a few exceptions provided by law, students at APU may see any of their educational records upon request. In general, access will be granted immediately upon request to the record custodian, but if delay is necessary, access must be granted no later than 45 days after request. Students further have the right, under established procedures, to challenge the factual accuracy of the records and to enter their viewpoints in the records. Students may waive their right of access to recommendations and evaluations in the cases of admissions, application for employment, and nomination for awards. APU may not require students to sign a waiver of their right of access to their records, but students should be aware that recommendations and evaluations may not be helpful or candid without a signed waiver.
Disclosure of Student Records
With certain exceptions provided by law, Azusa Pacific University cannot release information concerning students to prospective employers, government agencies, credit bureaus, etc., without the written consent of the student. Students and alumni applying for jobs, credit, graduate school, etc., can expedite their applications by providing the University with written permission to release specific records and to which parties the releases should be made.
The student’s written consent is not required for the disclosure of grades, disciplinary action, or other information to parents of students who are dependent for federal income tax purposes. Unless a student has submitted credible evidence of nondependency, parents requesting information may generally be granted access upon submission to the university of an affidavit or other evidence of federal income dependency.
The university has designated the following categories as directory information, which may, at the university’s discretion, be released to the public without consent of the student: student’s name and maiden name, addresses, telephone number, date and place of birth, major field of study and courses taken, participation in officially recognized activities and sports, weight and height, (of members of athletic teams), dates of attendance, degrees and awards received, all previous educational agencies or institutions attended, current class schedule, employer, church membership, photographers, and parents’ names, addresses, and telephone listings.
It is the general policy of the university not to release directory information regarding it’s students unless, in the judgment of the appropriate record custodian or other officials with record access, such releases either serve a legitimate educational purpose or is not adverse to the interests and privacy of the student. However, the student may request that certain categories of directory information not be released to the public without his/her written consent. Such requests shall be submitted in accordance with the student records policy of the university.
Notification of Rights under FERPA
The Family Education Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:
- The rights to inspect and review the student’s education records within 45 days of the day the University receives a request for access. Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. 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 official to whom the request should be addressed.
- The right to a copy of the education record when failing to provide a copy of the record would effectively prevent the student from inspecting and reviewing the record. A copy may be refused, but only if, in doing so, the institution does not limit the student’s right to inspect and review the record.
- The right to request the amendment of the student’s education records that the student believes is inaccurate. Students may ask the University to amend a record that they believe is inaccurate. They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate. 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 to the student when notified of the right to a hearing.
- The right to consent to disclosure of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school 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 serving on the Board of Trustees; or a student serving on an official commitment, such as a disciplinary or grievance committee, 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.
Upon request, the University discloses education records without consent to official of another school in which a student seeks or intends to enroll. - The right to file a complaint with the U.S Department of Education concerning alleged failures by State University to comply with the requirements of FERPA. The name and address of the Office that administrative FERPA is:
U.S Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605
*The downloadable version of the Transcript Request form is provided in a Portable Document Format (PDF). To learn more about PDFs or to install Adobe Acrobat Reader, follow this link.
