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FERPA Policies and Procedures

ACCESS TO YOUR INFORMATION VIA THE INTERNET

Cal Poly offers an online directory for use by its students, faculty, staff, and outside constituents. This directory will display your name, preferred phone number, major, and email address. To protect this information and/ or other directory information, go to the Personal Information tab on the Portal.

ACCESS TO YOUR ACADEMIC RECORDS

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

  1. The right to inspect and review the student's education records within 15 days of the day the University receives a request for access.
    • Students should submit to the Registrar written requests that identify the record(s) they wish to inspect. The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the Office of the Registrar, the student shall be advised of the correct office to which the request should be addressed.
    • Copies of academic records are available through the Office of the Registrar at a cost of $1.00 for up to four pages, then $0.25 for each additional page.
  2. The right to request the amendment of the student's education records that the student believes are inaccurate or misleading.
    • Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.
    • The University will decide within 45 days after the request has been received whether to amend a challenged record. Students will be notified of the decision in writing.
    • If the University decides to amend a challenged record, the information in the record shall be corrected or removed and destroyed.
    • If the campus decides not to amend the challenged record, the student shall be advised in writing of the decision and the right to a formal hearing in accordance with FERPA, Section 99.22.
    • If the student requests a hearing, it shall be in accordance with FERPA, Section 99.22:
      • Hearings shall be conducted within 45 days after the request for the hearing has been received;
      • If, as a result of the hearing, the campus decides to amend the student record, the student shall be informed of the decision in writing;
      • If, as a result of the hearing, the University decides not to amend the student record, the student shall have the right to submit a statement commenting upon the information in the challenged record and/or setting forth any reasons for disagreeing with the decision. This statement shall be maintained as a permanent part of the student's record in accordance with FERPA, Section 99.21, Section 67132 of the Education Code.
  3. The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.
    • One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor, National Student Clearinghouse, Cal Poly or collection agency); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities. Upon request, the University discloses education records, without consent, to officials of another school in which a student seeks or intends to enroll. Other exceptions include: lawfully issued judicial orders, health and safety emergencies, and federal, state, and government agencies as required by law.
  4. The right to file a complaint with the US Department of Education concerning alleged failures by Cal Poly to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:

Family Policy Compliance Office
US Department of Education
600 Independence Avenue, SW
Washington, DC  20202-4605

 

* Directory Information includes: name, mailing address, preferred telephone listing, e-mail address, major, dates of attendance, degrees and awards received, photograph, weight and height of athletic team members, most recent previous educational institution attended, participation in officially recognized activities and sports, and Unit 11 employment information.