FERPA

The Office of the Registrar maintains education records for all currently enrolled and former students. Student education records are governed by the provisions of the Family Educational Rights and Privacy Act (FERPA) of 1974, as amended. The law protects the privacy of student education records.  All educational institutions that receive federal funding must comply with FERPA.

What is FERPA?

1. The right to inspect and review the student’s education record.
2. The right to request the amendment of the student’s education record to ensure that they are not inaccurate, misleading, or otherwise in violation of the student’s privacy or other rights.
3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent to the following parties:
   • School officials with legitimate educational interest;
   • Other schools to which the student is seeking or intending to transferring;
   • Specified officials for audit or evaluation purposes;
   • Appropriate parties in connection with financial aid to a student;
   • Organizations conducting studies in behalf of the school;
   • Accrediting organizations;
   • To comply with judicial order of lawfully issued court order or subpoena;
   • Appropriate officials in case of health and safety emergencies and state and local authorities;
   • The information disclosed as Directory Information by the school.
4. The right to file with the Department of Education a complaint regarding failure by St. Mary’s University to comply with the requirements of FERPA.

   U.S. Department of Education
   Family Policy Compliance Office
   400 Maryland Avenue, SW
   Washington, DC 20202- 8520
   1-800-872-5327
   http://www.ed.gov/offices/OM/fpco/ferpa/

Directory Information and Student Confidentiality

St. Mary's University will not disclose any personally identifiable information about students (except directory information listed below) without the written consent of the student. Directory information is that which is regularly made public such as student directory, athletic printed programs, requests made by potential employers, etc. St. Mary's University designates the following student information as directory information:

1. Name, address, telephone number, e-mail address
2. Major field
3. Participation in officially recognized activities and sports
4. Weight and height of members of athletic teams
5. Dates of attendance
6. Degrees, honors, and awards received
7. The most recent educational agency or institution attended

Each student has the right to restrict the release of this information by submitting the appropriate form to the Registrar's Office. This request will remain in effect while the student is enrolled or unless student rescinds the request. School officials with legitimate educational interests may have access to educational records, without the students' consent if the record is needed in order to fulfill his or her professional responsibilities. School officials are identified as a person employed by the University in an administrative, supervisory, academic or research, or support staff position; a person or company with whom the University has contracted; a person serving on the Board of Trustees; or a student serving on an official committee, or assisting another school official in performing his or her tasks.

Access to Student Academic Records

FERPA prohibits the release of academic records (grades, grade point average (GPA), schedules, etc.) unless the institution has the expressed permission of the student to do so. St. Mary's University provides its students the ability to establish a proxy account allowing parents or other designee to view certain academic records in Gateway.  By creating a proxy account, students are authorizing view access to their unofficial academic transcript, including grades, their schedule of classes, account summary for charges and financial aid. This account is established and maintained solely by the student.  Students are encouraged to establish proxy accounts during orientation but may do so at any time. Additionally, the student can add or delete individuals from the account at any time; likewise, the student can close the account at any time.

Instructions for students to establish a proxy account is located in Gateway.