The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law which states that an educational institution must establish a written institutional policy concerning the confidentiality of student education records and the fact that students must be notified of this statement of policy and their rights under the legislation. Your student records are protected by FERPA policy at Cal State East Bay and the University staff has been trained to follow and enforce this policy. For more information, visit the Student Affairs Web site.
A FERPA Block allows you to protect the privacy of your directory information. It prevents the release of all your private information, including the ability of the Cal State East Bay staff to communicate with you by phone should you need to discuss information in your record. If you have a FERPA Block in place, you can use your Horizon student e-mail or communicate with us in person by visiting the Student Information Lobby on the Hayward Campus or the Academic Service Center on the Concord Campus with a government-issued photo ID.
Please note that a FERPA Block will prevent your name from being included in the annual commencement program when you graduate. You must submit a request to remove the FERPA Block if you want your name included in the program.
To request a FERPA Block that will prevent the release of your records, fill out a Disclosure of Directory Information form. To remove the FERPA Block your record, complete a new Disclosure of Directory Information.
The Family Educational Rights and Privacy Act (FERPA) affords student certain rights with respect to their education records. The full language of the campus FERPA policy is as follows. You can also view a downloadable version of the FERPA Policy. This policy is in effect as of April 1, 2012.
The Family Educational Rights and Privacy Act of 1974 (hereinafter known as FERPA) is a federal law which states that an educational institution must establish a written institutional policy concerning the confidentiality of student education records and the fact that students must be notified of this statement of policy and their rights under the legislation. In accordance with FERPA, students at California State University East Bay (hereinafter the University) have the following rights:
Students may waive any of their FERPA rights, including the release of their education records, by providing written consent. Such consent must be signed and dated by the student and specify the exact purpose of the waiver or release.
"Education Records" are records that:
(1) Contain information that is directly related to a student and (2) Are maintained by an educational agency or institution or by a party acting for the agency or institution.
Exceptions to "education records" include:
The following is a list of the major types and locations of records (not all inclusive) that CSU East Bay maintains including the custodian for the respective record.
|Permanent Academic (transcript and academic file)||Office of the Registrar||University Registrar|
|Disciplinary||Student Development and Judicial Affairs||Director|
|Financial Aid||Financial Aid||Executive Director of Financial Aid|
|Student Financial Account||Student Accounts||Manager|
|Graduate Academic Records||Academic Programs and Graduate Studies||Associate Vice President|
|Police||University Police Department||Chief of University Police|
|Health Records||Student Health Services||Associate Vice President|
|Progress or Academic Assistance Records||Provost||Vice President Academic Affairs and Provost|
|Housing||Housing and Residence Life||Associate Vice President|
|Continuing Education||Continuing Education||Associate Vice President|
|Academic Advising||Academic Advising and Career Education||Executive Director|
|Student Academic Services||Student Academic Services||Executive Director|
|Accessibility Services||Accessibility Services||Director|
|Veteran Records||Veterans Office||Coordinator|
|Testing||Testing Office||Associate Director|
|Academic Departments||Respective Academic Department Office||Department Chair|
|Teacher Credential||Credential Student Service Center||Director|
|Photographs||Communications and Marketing||Executive Director|
|Student education records
not included above
|Appropriate Office||Appropriate Office|
The University is not required and does not necessarily permit access to the following types of information:
a. Records of an instructional, supervisory, administrative, and educational nature, maintained by University officials for their personal use only.
b. General health data, information which is used by the University in making a decision regarding the student's status, is subject to review by the student under this policy. Written medical, psychiatric, and psychological case notes which form the basis for diagnosis or for recommendation of treatment plans remain privileged information not accessible to the student. Such case notes are not considered to be part of the University's official education records. (These records may be personally reviewed by a physician or other appropriate professional of the student's choosing.)
Students who wish to inspect and review their education records may do so by submitting a written request to the official responsible for the specific record desired. The responsible official must respond with 45 days of the request by arranging an appointment for the student to review the requested data.
Copies of education records or record entries, with certain exceptions, may be obtained by the student at the established rate. Copies of a student's permanent academic record (transcript) will be provided at the established charge. The University reserves the right to deny a copy of an education record for which a financial registration, disciplinary or other university "hold" exists, or of an exam or set of standardized test questions, or of a transcription or image of an original source document which exists elsewhere.
The University will not permit access to or release of any personally identifiable information without the written consent of the student except in the following circumstances:
A student may challenge the contents of an education record which they consider to be inaccurate, misleading, or otherwise in violation of their privacy rights. Students may initiate a challenge by submitting a written request to the custodian of the particular record in question who shall attempt to resolve the problem through informal discussions. If a challenge to a record is not satisfactorily resolved by this procedure, the student will be informed of their right to a formal hearing, the procedures to be followed concerning such a hearing, and its composition. A student requesting a hearing will be notified in writing of the date, place, and time of their hearing.
The hearing board will consist of individuals who are disinterested parties but who may be university officials. The decisions of the hearing board will be communicated to the student. Decisions of the hearing panel are final. If decisions of the hearing board are unsatisfactory to the student, the student may place in the education record a statement commenting on the information contained in the record and setting forth any reason for disagreeing with the decision of the hearing panel. If the university discloses the contested portion of the record, it must also disclose the student's statement.
Copies of this policy, along with a directory of where custodial offices are located, are available on the University Web site at campus policies.
Students will be notified of their FERPA rights annually by e-mail and this policy is published on the University Web site.
All faculty and staff, as well as any other agents of the university who request access to student information in the student information system, must complete FERPA training. Access to student information system will be denied until this training has been completed. The training program is intended to insure that anyone accessing student education records understands the obligations under FERPA for proper use and protection of student records.
The University Registrar shall review this policy every two years. The next scheduled review period is September 2018.