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FERPA Release

Overview

The Family Educational Rights and Privacy Act (FERPA) protects the privacy of student records by prohibiting the disclosure of personal information without express consent. To ensure legal compliance, staff must obtain a signed FERPA Release before sharing any non-directory data with third parties.

Students can submit FERPA Release Requests through https://sac.edu/ferpa.

Entering a FERPA Release Request on Colleague

  1. Access the Student Record

    • Navigate to Colleague → PERC.
    • Enter the Student ID and press Enter.

  2. Add FERPA Code

    • Insert a new line by clicking on the 1 button and click Insert.
    • Enter 1FEPA in the empty line.
    • Timestamp the entry.
    • Make comments about:
      • Who the student is releasing information to
      • What information they would like released

  3. Save Changes

    • Click Save All to apply the update to the student's record.

Releasing Information to Someone Other Than the Student

  1. Access the Student Record

    • Navigate to Colleague → PERC.

  2. Verify if the Student Has a FERPA Release

    • Check to see if there is a 1FEPA hold.
      • If there is no 1FEPA in PERC, navigate to Colleague → BIO.
        • Check if Directory Information has a Y.
        • If Y, then we can release directory information (more information below). If N, we cannot release directory information.
      • If there is a 1FEPA hold, proceed to the following steps.

  3. Verify That We Can Release Information to the Requestor

    • Detail into the hold.
    • Verify that the requestor matches the 1FEPA comments by asking for ID.
    • Release only the information specified in the comments.

Directory Information

Under FERPA at the college level, directory information is non-sensitive data, such as name, address, phone number, email, dates of attendance, major, enrollment status (full/part-time), and degrees/awards. Institutions may release this information without consent unless a student opts out, but it is not considered an invasion of privacy.

Common College Directory Information Includes:

  • Name, address, telephone number, and email address.
  • Date and place of birth.
  • Major field of study, class standing, and academic level (e.g., undergraduate or graduate).
  • Dates of attendance and enrollment status (e.g., full-time or part-time).
  • Degrees, honors, and awards received.
  • Participation in officially recognized activities and sports.
  • Photographs.

Important Notes

Note Description
Opt-Out Right: Students have the right to restrict the release of this information by filing a "FERPA block" or privacy request with the registrar.
Not Mandatory Release: Institutions are not required to release directory information; they may do so, but are not obligated to.
What is NOT Included: Social security numbers, student ID numbers (if usable to access records directly), grades, GPA, and disciplinary records are strictly protected and never considered public directory information.