Frequently Asked Questions: FERPA
faqs

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Staff FAQs

 

What information about students may I release to College faculty and staff members?

Information classified as “directory" information may be released, without a student's written permission, provided that the student has not restricted his/her directory information. All other information in a student's educational record and “personally identifiable information” is confidential and may only be disclosed to College personnel and others deemed to have “legitimate educational interest.”

 

What information about students may I release to parents/guardians?

“Directory information” may be disclosed to parents at any time, so long as the student has not elected to restrict his/her directory information. Confidential information may be released to parents only if the student has provided written authorization.

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What is directory information?

Rollins College classifies the following information as “directory information:”

  • Name
  • Address
  • Telephone number
  • E-mail address
  • Date and place of birth
  • Individually identifiable photographs of the student solicited or maintained directly by Rollins as part of the educational record
  • Enrollment status, full-/part-time classification, and class level
  • College/division, dates of attendance, and class schedule
  • Major and minor field(s) of study
  • Expected and actual graduation date
  • Degrees, awards, and honors received
  • Official athletic participation and athlete height and weight
  • Name and location of most recent previously attended educational institution

This information is permitted to be disclosed without the student’s consent, provided the student has not restricted the release of this his/her directory information.

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Do I have to release student directory information?

FERPA outlines that directory information may be released to third parties, but it does not require it.

 

Do I have to keep a record of the release of information from a student’s educational record?

No record of the release of information is required when the request is made by the student or the disclosure, with the student’s approval (if necessary), was given to:

  • The student
  • A College official with legitimate educational interest
  • An individual who has been authorized by the student to receive the information
  • A party seeking directory information only

In all other cases, a record for each request must be kept, including the name of the requestor and the information disclosed. This information must be kept with the student’s educational record.

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What is included in student educational records?

Educational records are official records that directly relate to a student’s postsecondary education and are maintained by an educational institution or agency.

Educational records do not include:

  • Sole possession records – records used only as a personal memory aid, and are only to the maker of or temporary substitute for the maker of the record.
  • Law enforcement unit records
  • Employment records that are not contingent upon maintaining a student status
  • Psychological or medical treatment records maintained by professionals or paraprofessionals (the term “treatment” does not include remedial educational activities or other activities that are part of the program of instruction at the agency or institution)
  • Post-attendance records – records created, received, or updated by the educational institution after the individual is no longer in attendance and are not directly related to the individual’s attendance as a student
  • Grades on peer-graded papers prior to collection and recording by an instructor.

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Who is deemed to have legitimate educational interest?

Legitimate educational interest pertains to the performing of duties related to the furtherance of the student, education, institution, or business. Individuals deemed to have legitimate educational interest may gain access to student educational records. Individuals with legitimate educational interest may include, but are not limited to, appropriate College administrators, faculty and staff members, and the Board of Trustees. As part of their normal functions, Rollins College faculty members are not deemed to have legitimate educational interest.

 

What do I do about subpoenas?

The assistant vice president for human resources and risk management responds to subpoenas for College records. Please forward any subpoenas to Maria Martinez at 407-646-2577 or mmartinez@rollins.edu.

 

May I release confidential information to officially registered student groups? 

Student groups are not deemed to have legitimate educational interest, and, therefore, may not gain access to student educational records without written permission from the student.

 

How do I properly dispose of confidential information?

Please follow the steps outlined in the College’s Data Security and Stewardship Policy at: http://www.rollins.edu/hr/services/risk_management/documents/DataSecurity_Stewardship.pdf.

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Who should I contact with questions or concerns?

General inquiries:       

Student records:        

Student financial aid records:

Student financial records:

Subpoena assistance:

  • Maria Martinez, Assistant Vice President for the Office of Human Resources and Risk Management, 407-646-2577, mmartinez@rollins.edu

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