FERPA Office Guide

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Family Education Rights & Privacy Act Office Guidelines

To protect the privacy of our students, we have designed an easy reference guide to handling requests made by our students. These guidelines are based on the November 1994 MACRAO publication FERPA Guidelines and Universities.

ACTIVITY	EXAMPLE QUESTION/REQUEST	METHOD OF CONTACT			COMMENTS
ACTIVITY	EXAMPLE QUESTION/REQUEST	PHONE	IN-PERSON	MAIL/FAX	COMMENTS
Admissions	“Has my son/daughter applied to school?” “Is my child registered?”	NO. Do not release information	NO. Do not release information	NO. Do not release information.	Suggest they talk with their child in order to get the information they seek, regardless of age.
Change Address	“I moved can you change my address?”	NO.	Yes, with photo ID. Use form	Yes, with signature	Did you know you may change your address on-line at MCC web site?
Change Curriculum
Change Name	“I need to change my name.”	NO	Yes, use form. Must show driver’s license or state ID.	Yes, use form. Must show drivers license or state ID
Class Schedule	“I forgot what I signed up for. Can you give me my schedule?”	NO, you may get this through on-line at MCC’s web site	Yes, must show photo ID	Yes, with signature. It will be mailed to home address.
Grades	“Can you give me my math grades”	Yes. We may mail a copy to your home address.	Yes, must show photo ID	Yes. With signature. It will Mailed to your home address.
Information About a Student	Someone (spouse, friend, police detective, Chronicle, etc.) asks if Jane Doe is registered attending/admitted to MCC	NO. Inform person that we need a release of information signature.	NO. Inform person we need a release of information signature.	NO. Inform person we need a release of information signature.
Student ID Numbers	“I can’t remember my student number.”	Yes, with correct answers to birth date, address, and random questions regarding classes taken and grades	Yes, with photo ID	Yes, with request and signature.	Because of the sensitive nature of a student’s information, in person with photo ID is the preferred method for giving out student numbers. Please be confident that the person you are speaking to is indeed the student.
Transcript – Official	“May I have my official transcripts”	NO. Advise of ways to request official transcripts	Yes, with signed form. Takes 3 business days	Yes, with signed form or signed letter.	We will not FAX transcripts.

Transcript- Unofficial	“I need a copy of my transcript.”	NO. May use web to print unofficial	Yes, with Photo ID	Yes, with signed letter. We will mail transcript to student.	We will not FAX transcripts. May advise on how to obtain unofficial.
Someone (includes MCC Faculty and Staff) Requesting Family member’s (children’s, spouses, siblings, etc.) Transcript.	“I need to send my sons transcript to Michigan State.”	NO. Please have your family member request a transcript in person with photo ID or with a signed letter or FAX requesting an official transcript.	NO. Please have your family member request a transcript in person with photo ID or with a signed letter or FAX requesting an official transcript.	NO. Please have your family member request a transcript in person with photo ID or with a signed letter or FAX requesting an official transcript.
Room Numbers	“I lost my schedule. Can you tell me what room my class is in?”	Yes, If they know the name of the class and key information such as instructor, section number.	Yes, with photo ID	Yes, to the home address we have on file.	Use good judgment over the phone.
Room Numbers	“I’m looking for my girlfriend/nephew/daughter…What room is her class in?”	NO. Do not give room number. Refer to the Records Office or College Service Profession in the evening. If it is an emergency, a staff member can get the person out of class and give them the message	NO. Do not give room number. Refer to the Records Office or College Service Profession in the evening. If it is an emergency, a staff member can get the person out of class and give them the message	NO	Use good judgment over the phone.