The Federal Family Educational Rights and Privacy Act (FERPA) establishes guidelines under which students may have access to records maintained by St. John’s University and under which those records may be disclosed by the University to others.
Students. "Students" are defined as those individuals who have applied for admission to St. John’s University, were admitted, and are or have been enrolled in classes for credit at the University. FERPA does not apply to records of applicants for admission to the University who are denied acceptance or, if accepted, do not enroll in classes for credit. In addition, rights are not given by FERPA to students enrolled in one component of St. John’s University who seek to be admitted in another component (e.g., a student who is enrolled in an undergraduate program of the University, but is denied admission to one of the graduate programs, does not have any FERPA rights in the graduate program which denied him or her admission).
Education Records. "Education records" are those records that are directly related to a student and that are maintained by St. John’s University or by an official who serves the University in an administrative, supervisory, academic, research, or support staff position.
FERPA indicates that "education records" do not include:
Directory Information. St. John’s University determines the following to be student "directory information" which may, be released or made available to the public if the student has not restricted its release:
Confidentiality. FERPA provides that education records and personally identifiable information about a student may not be disclosed without the student's written consent unless disclosure is permitted by certain exceptions under FERPA. The student's written, signed consent must:
Access. FERPA provides that students are permitted to inspect their own education records. A student has the right to:
Administering Office. The Office of the Registrar is responsible for the administration of FERPA guidelines at St. John’s University. Students and others who have questions regarding the treatment of specific information in a specific circumstance should contact a staff member in the Registrar's Office.
FERPA generally prohibits the release of confidential personally identifiable student data from education records, with limited exceptions that include "Directory Information" (see below), without the student's written, signed consent.
Personally identifiable student data, other than "directory information" for students who have not restricted its release, are confidential. Examples of confidential information include, but are not limited to, social security number, class schedules (including meeting times and locations), grades, grade point averages, and parents' or guardians' names and addresses.
FERPA provides certain exceptions for the release of personally identifiable education record information without the student's written consent. These exceptions include:
A student has the right to inspect and review his or her education records within 45 days of submitting a request to the University for such access.
Students wishing to review their records should submit to the Office of the Registrar a written notice to that effect. The Registrar’s office will notify the student of a convenient time for the review.
FERPA does not provide the student with the right to access certain records, including:
A student may request amendment of the student's education records that the student believes are inaccurate, misleading, or in violation of the student's privacy rights.
A request for amendment of a student's education record should be submitted in writing by the student. The request should state what record the student believes is inaccurate or identify the part of a record the student wants changed, and should state why the student believes the record is inaccurate, misleading, or in violation of the student's privacy rights. If the University decides not to amend a record as requested, the University will notify the student of its decision and advise the student of his or her right to a hearing regarding the issue. Additional information regarding a hearing procedure will be provided to the student when notified of such decisions.
FERPA was not intended to provide a process to be used by students to question substantive judgments that are correctly recorded. The FERPA rights of challenge are not intended to allow a student to contest, for example, a grade in a course because he or she felt a higher grade should have been assigned. FERPA is intended to ensure the factual and accurate nature of the information in the student's education records and the student's right to verify that information.
If St. John’s University decides, as a result of a hearing, not to amend the education record in accordance with the student's request, the student may place a written statement in the record commenting upon the information therein, and/or setting forth any reason for disagreement with the institutional decision not to amend the record. Such a statement will become part of the student's education record and will be disclosed with it.
A student has the right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with requirements of FERPA. The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5920
Phone: (202) 260-3887
Email: [email protected]