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FERPA for students

What rights does FERPA give me?
When do FERPA rights begin?
What are "education records"?
Where is my information kept?
Does my family have access to my education records?
What is "directory information"?
Can I withhold the release of directory information?
What information is considered confidential?
Under what circumstances can confidential information be released to others?
Whom should I contact with questions or more information?

 

What rights does FERPA give me?

  1. The right to inspect and review your education records
  2. The right to request to amend your education records
  3. The right to limit disclosure of personally identifiable information (information that would directly identify you or make your identity easily traceable), known as "directory information"
  4. The right to file a complaint with the Department of Education concerning an alleged failure by the institution to comply with FERPA

 

When do FERPA rights begin?

Your FERPA rights begin at Hope College when your admittance is accepted through payment of enrollment deposit.

 

What are education records?

Education records include any information directly related to you, whether stored on paper or in an electronic file, on a computer or other media (microfilm, CD, etc.).

 

Where is my information kept?

Type of record

Location of record

Custodian of record

Academic records

Office of the Registrar

 

Registrar

Advising records

Faculty advisor's office
Office of the Registrar

 

Faculty advisor
Registrar

Alumni records1

Office of Alumni Relations

 

College Advancement

Application records2

Admissions

 

Director of Admissions

Career services records3

Career Development Center

 

Director of Career Development

Financial records4

Business Services

 

Director of Finance and Business Services

Financial aid records4

Financial Aid

 

Director of Financial Aid

Medical records5

Health Center

 

Assistant Dean, Health and Counseling

Psychological records6

Counseling and Psychological Services

 

Assistant Dean, Health and Counseling

Student employment files

Human Resources

 

Director of Human Resources

Student development records: housing, judicial, residence life

Student Development

 

Dean of Students

 


1When students become alumni, their directory information becomes part of their alumni record. The College stores and uses other information necessary for the Advancement staff to fulfill their responsibilities. This includes marital status, religion, race, ethnicity, financial aid filing status, and gender. Information collected after students become alumni is not part of the education record and is not subject to FERPA guidelines.
2When students enroll at Hope, their applicant files become their academic records, housed in the Registrar’s Office.
3Alumni have access to all materials, except to references for which they have waived the right of access.
4Dependent students and their custodial parents or legal guardians have access to students' financial records and financial aid files unless students have requested in writing that their access be restricted. Parents and guardians of self-supporting students do not have access to these files.
5Information about access to medical records is posted
http://www.hope.edu/admin/healthcenter/confidentiality_statement.pdf
6Information about access to psychological records is posted http://www.hope.edu/admin/counseling/confidentiality.htm

 

Does my family have access to my education records?

Only with your written consent; release forms are available in the Registrar’s Office.

If you are a dependent student, your parents and guardians have access to your financial and financial aid records, unless you have requested in writing that access to these records be restricted.

 

What is "directory information"?

Public or directory information is information contained in your educational records which would not be considered harmful or an invasion of privacy if the information were disclosed. Public or directory information includes:

  • Name
  • Addresses: local, permanent, email
  • Name of parent or guardian
  • Previous school(s) attended
  • Dates of attendance
  • Awards and honors received
  • Degree(s) awarded and dates of degree(s)
  • Majors and minors
  • Athletes: Statistics (weight, height, etc.) included on team activity sheets
  • Official Hope College ID photo
  • Class standing (freshman, sophomore, junior, senior)
  • Enrollment status (full-time or part-time)

Unless you request in writing that directory information be withheld, it is available to others. Hope College exercises restraint in the release of this information and keeps your welfare in the forefront as it determines whether to release directory information.

 

Can I withhold the release of directory information?

Yes. To withhold the release of directory information, you must submit a request in writing; forms are available in the Registrar’s Office.

Hope College is required by law (the Solomon Amendment) to provide the name, address and other demographic information of all students to any legitimate military recruiter who makes such a request in writing to the Registrar's Office. According to the Solomon Amendment, this release must be honored even if a student has submitted a request to withhold directory information.

 

What information is considered confidential?

Except for directory information, information collected and stored about you is considered confidential. The confidentiality of this information is guaranteed.

 

Under what circumstances can confidential information be released to others?

  • Hope College faculty and staff who have a legitimate educational interest
  • Pursuant to a court order or subpoena
  • The National Student Clearinghouse (for financial aid purposes only)
  • The protection or the safety of you or the safety of others

In other circumstances, confidential information can be released to others only with your written consent.

 

Whom should I contact with questions or more information?

Contact the Registrar’s Office at the phone, email, or address listed below.