What is a Student Records Release?
Student records are protected by the Federal Education Rights and Privacy Act (FERPA). When you enroll in a post-secondary institution like a college or university, that right to privacy belongs to you, the student, regardless of your age. You can read more about your rights under FERPA here: https://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html
What can be released with each permission type:
• All Academic Records
This includes transcripts, admissions and registration information, class schedules, grades, assessment test scores, academic progress status, residency information, on-campus housing, and any other documentation contained in the academic record.
How to use: You might provide this to a person that is assisting you with college processes like registration, transfer to a university, or completing a petition or appeal.
• College Finances
o This includes all amounts due for enrollment and fees, sources of payment, refund information, records hold information, any fines, financial aid repayment, or any other balance information on record.
How to use: You might provide this release to a person or agency that is helping you pay for your classes or a person that is helping you keep track of your college finances.
• Current Term Enrollment
This includes only your enrollment status and schedule information for the current term in which the request for information occurs.
How to use: You might provide this to a person, employer, agency, or scholarship provider that needs to confirm the number of credits you have enrolled or your schedule for the term. You can also provide it to a person if you want them to be able to access your registration and schedule information.
• Education Plan
This provides access to your education plan that you created with a counselor. Access includes all education plans in your student record.
How to use: You might provide this access to a person or agency that is helping you register.
• Graduation Information
This includes only the expected graduation date, and/or the degrees and certificates earned.
How to use: You might provide this to a prospective employer or employment agency to confirm that your degree was conferred or will be conferred.
• Financial Aid Records
Records include the status of the financial aid file, award and disbursement of funds information, satisfactory academic progress status, income information, and any other information contained in the financial aid application and files.
How to use: You might use this to allow a person other to assist in the application, processing, and disbursement of your financial aid.
• Financial Aid Status Only
This includes only information on the status of the financial aid award - applied, pending review, missing documents, awarded, and disbursed. Amounts, missing item details, and other information are not disclosed.
How to use: You can use this to allow a person to receive status information on your financial aid without giving them access to other information like your balance, schedule, or award total.
• Financial Aid Documents
This includes only information on the documents missing to complete the application for financial aid and/or a financial aid appeal.
How to use: You might use this if you want a person to be able to get information on what to submit to complete your financial aid application or appeal, but not have access to other financial aid or record information.
• Amount Owed and Balance Due
This includes only the current amount due and the due date if applicable, or any credit balance that may be on the account.
How to use: You might use this to allow a person or agency to make a payment for you. Without this release, they cannot access the total you owe.
• Residence Hall
This includes only information about your residence hall application, move-in or move-out date, and room assignment.
How to use: You might use this to provide information on when and where you are moving to a person that will be assisting you.
How Do I End a Records Release?
1. Go to the Student Records Release page (steps 1-3 here).
2. You can click the Deny Access To All above the list of people you have granted record access to. If you choose this option, all record access you have granted is ended as of the day and time you select it.
3. Or you can click the Circle with a line through it on the right side of the record access line. This only displays when the End Date has not been reached.
4. It will prompt you to confirm ending this person’s access. The change takes effect as of the date and time you click OK.
How Do I Change a Student Records Release?
1. Go to the Student Records Release page (follow steps 1-3 here)
2. Click the pencil icon on the right side of the record access line.
3. You can change the Start Date, End Date, PIN, or access type. Click Save when you have finished making changes or click Cancel if you decide not to make any changes.