FERPA | FERPA

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records. Protected information includes, but is not limited to, grades, social security numbers, student identification numbers, transcripts, and student schedules. Protected information may not be released to anyone other than the student without written consent from the student.

Students may grant consent for others to access their information by completing the FERPA Authorization Form in Apache Access > Student Records > FERPA Form.

At its discretion, the college may release Directory Information, which shall include:

Name
Major field of study at TJC
Dates of attendance
Address
Most recent previous educational institutions attended
Classification
Degrees, certifications and awards received
Date of graduation
Photographs
Email address
Participation in officially recognized activities and sports
Weight and height of members of athletic teams
Enrollment status (e.g., undergraduate or graduate; full-time or part-time)

Students may have Directory Information withheld by completing a Request to Prevent Disclosure of Directory Information form by the census date of each semester (12th class day for long semesters and 4th class day for summer semesters). Requests for non-disclosure will be honored by the institution until the student notifies the Registrar in writing that Directory Information may be released.

The Solomon Amendment is a federal law that allows military recruiters to access additional information, deemed “Student Recruiting Information,” without consent of the student. Student Recruiting Information includes all records designated Directory Information and adds 1. Telephone 2. Age/Date of birth 3. Place of birth. If the student has submitted a Request to Prevent Disclosure of Directory Information, however, no information from the student's education record will be released under the Solomon Amendment.

More detailed information about FERPA is available from the TJC Catalog and the U.S. Department of Education.

Frequently Asked Questions:

FAQs: Students

Q: How can I give someone access to my academic or financial record?

A: Just submit a FERPA Authorization Form through your Apache Access > Student Records > FERPA Form.

Q: I granted someone access to my records, but I need to revoke that access. How can I do that?

A: The same FERPA Authorization Form allows students to revoke access. Just submit another request through your Apache Access > Student Records > FERPA Form.

Q: I don’t want to share my academic and/or financial information with anyone. How can I request privacy?

A: All academic and financial information is automatically protected when students enroll in college-level coursework. Directory information (outlined above) is the only information that may be discussed without the student’s written consent; however, students may also request prevention of directory information disclosure by completing the Request to Prevent Disclosure of Directory Information form each semester.

Request to Prevent Disclosure of Directory Information

FAQs: Families

Q: What rights do parents/guardians have to view their child's educational records?

A: Parents/Guardians do not automatically have authorization to view a student’s college-level records, even if they pay for their student's education or the student is under 18. Written consent must be provided by the student before information can be disclosed.

Q: My student is under 18 or still in high school. Can I access their records?

A: No, once a student begins postsecondary education, at any age, the rights afforded to parents under FERPA transfer to the student.

Q: Are there special steps that permit parents to have access?

A: Yes:

The student may simply give the parent(s) a copy of the record or document that they wish to see. (This is the easiest and the recommended method.)
The student may file an authorization granting select access, either limited as to scope or duration, to the parent(s).
Although not recommended, the parent(s) may file an Affidavit of Dependency with the Registrar's Office, along with a copy of their most recent federal 1040 tax form, showing the student as a tax dependent. This action permits full parental access to records and may be taken without the consent or knowledge of the student, although parent/student communication is always strongly encouraged. Because the 1040 applies only to one calendar year, this action must be repeated on an annual basis. Parents interested in this option should be directed to the Registrar's Office.

FAQs: Faculty & Staff

Q: How do I know if a student has granted someone access to information?

A: Contact the Registrar’s Office at registrars@tjc.edu to check. Do not release any information until you have verified an individual’s identity and that they have been authorized by the student.

Q: I want to use an external website or service for my class, but I would need to upload information about my students. Am I allowed to do that?

A: These situations can be complicated. Directory Information, like names and email addresses, could be shared only if students have not submitted a request to prevent disclosure of directory information. Protected information, like A-numbers and grades, cannot be shared to an external website without written approval. Please check with the Registrar’s Office at registrars@tjc.edu before submitting any kind of student information to an external source.

Q: How does FERPA impact the return of assignments or posting of grades?

A: Students grades are protected information, so extreme care should be taken when distributing graded assignments or sharing assignment results. Faculty may not display a list of grades organized by student ID number, the last four digits of social security numbers, or any other convention by which the identity of a student may be known or derived by other viewers. Grades should not be communicated digitally except through protected means, such as Canvas or TJC email addresses.

Admissions

Start Here

Next Steps

Academics

Majors and Programs

Student Support

About TJC

Facts and History

Faculty, Staff & Leadership

Campus Life

Life at TJC

Student Organizations

Continuing Studies

Courses and Catalog

Professional Training

Visit TJC

Tours and Visits

Visit TJC Resources

Frequently Asked Questions:

Related items