The federal Family Educational Rights and Privacy Act of 1974 (20 U.S.C. 1232g) and regulations adopted thereunder (34 C.F.R. 99) and California Education Code, Section 67100 et seq., set out requirements designed to protect students privacy in their records maintained by the campus, the statute and regulations govern access to records maintained by the campus, and the release of such records. The law provides that the campus must give students access to official records directly related to the student, and must also provide opportunity for a hearing to challenge the records if the student claims they are inaccurate, misleading, or otherwise inappropriate. The right to a hearing under the law does not include any right to challenge the appropriateness of a grade determined by the instructor. The law generally requires the institution to receive a student’s written consent before releasing personally identifiable data about the student.
Cal State L.A. has adopted a set of policies and procedures governing implementation of the statute and the regulations. Copies of these policies and procedures may be obtained at the Office of the Vice President for Student Affairs, Student Affairs 108. Among the types of information included in the campus statement of policies and procedures are: (1) the types of student records maintained and the information they contain; (2) the official responsible for maintaining each type of record; (3) the location of access lists indicating persons requesting or receiving information from the record; (4) policies for reviewing and expunging records; (5) student access rights to their records; (6) the procedures for challenging the content of student records; (7) the cost to be charged for reproducing copies of records; and (8) the right of the student to file a complaint with the Department of Education. The Department of Education has established an office and review board to investigate complaints and adjudicate violations. The designated office is: Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, D.C. 20202-5920.
The campus is authorized under the Act to release “directory information” concerning students. “Directory information” may include the student’s name, address, telephone listing, electronic mail address, photograph, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, grade level, enrollment status, degrees, honors, and awards received, and the most recent previous educational agency or institution attended by the student. The above-designated information is subject to release by the campus at any time unless the campus has received prior written objection from the student specifying what information the student requests not be released. Such written objections should be directed to the University Registrar.
Cal State L.A. is authorized to provide access to student records to campus officials and employees who have legitimate educational interests in such access. These persons have responsibilities in the campus’ academic, administrative, or service functions and have reason for using student records associated with their campus or other related academic responsibilities. Student records will be disclosed to the Chancellor’s Office of the California State University in order to conduct research, to analyze trends, or to provide other administrative services on behalf of the CSU. Student records may also be disclosed to other persons or organizations under certain conditions (e.g., as part of accreditation or program evaluation; in response to a court order or subpoena; in connection with financial aid; or to other institutions to which the student is transferring). A campus official is any person employed by the University in an administrative, supervisory, academic, research, or support position; a student or a University graduate serving on an official University committee or assisting another campus official in performing his or her tasks; or a person employed by or under contract to, or serving as the agent of, the University to perform a specific task.
Addendum to the Privacy Rights of Students in Education Records
Cal State L.A. is authorized under the act to release “directory information” about students. “Directory information” includes the student’s name, address, telephone listing, electronic mail address, photograph, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, grade level, enrollment status, degrees, honors, and awards received, and the most recent previous educational agency or institution attended by the student. For bargaining unit student employees, directory information also includes: the name of the department employing the student, the student employee’s telephone listing within the department, the student employee’s e-mail address within the department, and the student employee’s job classification. The above-designated information is subject to release by the campus at any time unless the campus has received prior written objection from the student specifying information that the student requests not be released. Such written objections should be directed to the University Registrar.