Student Consent to Release Confidential Information FERPA Release

Policy Number: #200

Responsible Executive(s):

  • Academic and Research, Enrollment Vice President

Responsible Office(s):

  • Office of Enrollment Services

Date Revised: 12-01-2020

 

A. Purpose

B. Scope

C. The Policy

  • 1. In compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA), the disclosure of information from a student’s educational record is considered confidential and will not be released, with certain exceptions, without the student’s written consent, including state and federal government agencies and their representatives.
  • 2. Student must complete a Student Consent to Release Confidential Information FERPA Release. If the release is submitted in-person, the student must be present with valid photo identification. Form must be notarized if faxing, scanning, mailing or if form is presented in person by someone other than the student. Form and process may be viewed at https://www.regis.edu/policies/ferpa. Office of Academic Records & Registration will scan the document into ImageNow and code Colleague on XSPR and STRK IF the request is for an employer, school or institution; or XVPR if the request is for a parent/family member release.
  • 3. All University staff should review the abovementioned screens to verify that the expiration/end date is adhered to when information is being requested.
  • 4. Types of Information to Release:
    • a. All Records*
    • b. Admissions: Dates of application, documents received/pending, dates of admission, admission status, residency information.
    • c. Student Accounts: Account balance, financial holds, sponsor information, collections, Perkins Loan information. This can be viewed through your Ranger Portal or in-person with a valid photo ID.
    • d. Financial Aid: Financial Aid file. NOTE: specific dollar amounts cannot be disclosed over the phone. This can be viewed through your Ranger Portal or in-person with a valid photo ID.
    • e. Academic Records: Academic records, grades, registration status, course/schedule information, holds, academic standing. Official transcripts may be ordered through National Student Clearinghouse at https://tsorder.studentclearinghouse.org.
    • f. Campus Safety: Disciplinary records.
  • 5. All requests for Regis University transcripts, if not requested through the National Student Clearinghouse, will be charged the $20.00 US walk-up fee.
  • 6. All requests for Enrollment and Degree Verifications will be processed through the National Student Clearinghouse. Otherwise, a charge of $25.00US will be charged for a walk-up fee and can take up to ten working days to fulfill.
  • 7. Any subpoenas, warrants or legal requests will be reviewed by the appropriate office (i.e. Campus Safety, Legal Counsel, Enrollment Services, etc.) and until verification is completed, no documents will be released. No documents will be released until the above process is followed.
  • 8. Questions beyond directory information will not be answered until all requests have been vetted through legal counsel.

D. Definitions

E. Related Policies, Procedures, Forms and Other Resources

F. End Notes

  • 1. Scheduled revision date: April 6, 2021