FERPA for Parents
The Family Educational Rights and Privacy Act of 1974, as amended
(also sometimes referred to as the Buckley Amendment), is a federal
law regarding the privacy of student records and the obligations of
the institution, primarily in the areas of release of the records
and the access provided to these records. Generally the law provides that, with some
exceptions, no information, applications, forms, letters, records,
transcripts, etc. may be released, whether orally or in writing,
without prior written consent, dated and signed by the student,
specifying the records to be released, the reasons for release and
to whom the records are to be released.
The Federal Family Educational Rights and Privacy Act (FERPA) of 1974 assigns certain privacy rights regarding their educational records to students who are 18 years of age or older or enrolled in post-secondary institutions. In general, this means that students need to give their permission for the release of information about their educational record, even to release information to parents. At JMU, the following pieces of information are considered "directory," or public, information. Directory information can be released to anyone, including parents, without the student's permission. Students do have the right, however, to prevent the release of even directory information. If students have exercised their right not to have directory information released, the University may not release it to anyone without the student's permission. Directory information includes the following:
Student's name, addresses (including e-mail) and telephone numbers,
Date and place of birth,
Degree sought and time,
Major/minor fields of study,
College of major and year (freshman, sophomore, etc.),
Enrollment status (full-time/part-time) including credit hours,
Dates of attendance,
Degrees, awards and honors conferred,
Participation in officially recognized activities and sports,
Weight and height of members of athletic teams,
The most recent previous educational agency or institution attended by the student,
Fraternity and/or sorority and educational societies.
All other information regarding a student is considered private and can be released only with the permission of the student. This includes information about courses in which the student is enrolled, grades received, locations of courses, academic standing information, financial aid information, student account information, etc.
Grades, progress reports, exams
Such things as progress in a course, deficiencies in a subject
area, scores and grades on papers, exams, etc. are all examples of
personally identifiable information that make up part of the
student's education record. This information is protected under
FERPA and parents may not have access unless the student has
provided written authorization that specifically identifies what
information may be released to the parent(s). Grades are available to students on e-campus,
the University's web student information system. The system is password protected so only the
student is able to access their own grades. JMU does not mail grades to the student's
home.
Grade Release forms
Students may contact the Office of the Registrar to obtain a form requesting the release of grades to parents. The forms are available at the Registration Services counter, Warren Hall 300, or at the Student Record Services counter, Warren Hall 504A. Your son or daughter can also access their e-campus accounts on home computers and show you the grades s/he has received. If they are not going to be home soon, they can print a copy of their grades on e-campus and send them to you.
Enrollment verifications
Enrollment verifications for employers and insurance companies can be obtained in the Office of the Registrar, Warren Hall, Room 504A. The student may pick up the verification in the registrar's office or have the verification mailed to the parent, employer or insurance company.
Requesting transcripts
Students' transcripts are considered private under FERPA. Therefore, only the student can request that we send transcripts to another person. JMU requires a signature to release a transcript. Transcripts can be obtained using the "Transcript Request" form available at the "forms" link or by letter. Alternatively, the student may fax the transcript request form or a letter of request to us at 540-568-7954 or mail it to the Office of the Registrar, MSC 3528, James Madison University, Harrisonburg, VA 22807.
Crisis
situations/Emergencies
If non-directory information is needed to resolve a crisis or
emergency situation, an education institution may release that
information if the institution determines that the information is
"necessary to protect the health or safety of the student or other
individuals." In the case of an
emergency, contact the University Ombudsperson at 568-6468 or the
Public Safety office at 568-6764.
Contact for questions/concerns
General questions may be directed to the Office of the Registrar or
to the office specifically responsible for components of the
educational record. Comments or suggestions should be addressed to
the Office of the Registrar at registrar@jmu.edu, or MSC 3528,
James Madison University, Harrisonburg, VA 22807.
Additional Resources
Office of the Registrar
James Madison University, Policy and Procedures Manual, Policy 2112
http://www.jmu.edu/JMUpolicy/2112.shtml
Family Policy Compliance Office, Department of Education
http://www.ed.gov/policy/gen/guid/fpco/index.html
http://www.ed.gov/policy/gen/reg/ferpa/index.html