To submit or revoke an Authorization to Release Information, complete the Student Information Release Authorization form. Designee access will be automatically removed once a student becomes inactive
(i.e., graduates, withdraws from university or becomes administratively withdrawn after two consecutive semesters, not including summer, with no enrollment).
Students may also release specific information (i.e. Instructor letters of recommendation
or other academic items at the discretion of the Instructor), to a third-party on
a limited basis by completing the Limited Release of Educational Records Request form.
A separate form is required for each third party to whom you grant access to information
on your student records. The student must bring the completed form(s) to the Registrar’s
Office with a photo ID for processing before the University may communicate with their
3rd party designee.
The Family Educational Rights and Privacy Act (FERPA) gives parents certain rights with respect to their children’s educational records.
These rights transfer to the student when he or she reaches the age of 18 or attends
a school beyond the high school level. Students to whom the rights have been transferred
are “eligible students.” These rights include:
- The right to inspect and review the student’s education records within 45 days after
the day that Florida Polytechnic University receives a request for access. A student
should submit to the registrar, dean, head of the academic department or other appropriate
official a written request that identifies the record(s) the student wishes to inspect.
The school official will make arrangements for access and notify the student of the
time and place where the records may be inspected. If the records are not maintained
by the school official to whom the request was submitted that official shall advise
the student of the correct official to whom the request should be addressed.
- The right to request the amendment of the student’s education records that the student
believes are inaccurate, misleading, or otherwise in violation of the student’s privacy
rights under FERPA.
A student who wishes to ask the school to amend a record should write the school official
responsible for the record, clearly identify the part of the record the student wants
changed, and specify why it should be changed.
If the University decides not to amend the record as requested, the University will
notify the student in writing of the decision and the student’s right to a hearing
regarding the request for amendment. Additional information regarding the hearing
procedures will be provided to the student when notified of the right to a hearing:
- The right to provide written consent before the University discloses personally identifiable
information (PII) from the student’s education records, except to the extent that
FERPA authorizes disclosure without consent.
The school discloses education records without a student’s prior written consent under
the FERPA exception for disclosure to school officials with legitimate educational
interests. A school official is a person employed by Florida Polytechnic University
in an administrative, supervisory, academic, research or support staff position (including
law enforcement unit personnel and health staff); a person serving on the board of
trustees; or a student serving on an official committee, such as a disciplinary or
grievance committee. A school official also may include a volunteer or contractor
outside of the University who performs an institutional service or function for which
the school would otherwise use its own employees and who is under the direct control
of the school with respect to the use and maintenance of PII from education records,
such as an attorney, auditor, or collection agent or a student volunteering to assist
another school official in performing his or her tasks. A school official has a legitimate
educational interest if the official needs to review an education record in order
to fulfill his or her professional responsibilities for Florida Polytechnic University.
The right to file a complaint with the U.S. Department of Education concerning alleged
failures by the University to comply with the requirements of FERPA. The name and
address of the Office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
See the list below of the disclosures that postsecondary institutions may make without
consent.
FERPA permits the disclosure of PII from students’ education records, without consent
of the student, if the disclosure meets certain conditions found in §99.31 of the
FERPA regulations. Except for disclosures to school officials, disclosures related
to some judicial orders or lawfully issued subpoenas, disclosures of directory information,
and disclosures to the student, §99.32 of FERPA regulations requires the institution
to record the disclosure. Eligible students have a right to inspect and review the
record of disclosures. A postsecondary institution may disclose PII from the education
records without obtaining prior written consent of the student:
- To other school officials, including teachers, within the University whom the school
has determined to have legitimate educational interests. This includes contractors,
consultants, volunteers or other parties to whom the school has outsourced institutional
services or functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(1) – (a)(1)(i)(B)(2) are met. (§99.31(a)(1))
- To officials of another school where the student seeks or intends to enroll, or where
the student is already enrolled if the disclosure is for purposes related to the student’s
enrollment or transfer, subject to the requirements of §99.34. (§99.31(a)(2))
- To authorized representatives of the U.S. Comptroller General, the U.S. Attorney General,
the U.S. Secretary of Education, or State and local educational authorities, such
as a State postsecondary authority that is responsible for supervising the University’s
state-supported education programs. Disclosures under this provision may be made,
subject to the requirements of §99.35, in connection with an audit or evaluation of
federal- or state-supported education programs, or for the enforcement of or compliance
with federal legal requirements that relate to those programs. These entities may
make further disclosures of PII to outside entities that are designated by them as
their authorized representatives to conduct any audit, evaluation, or enforcement
or compliance activity on their behalf. (§§99.31(a)(3) and 99.35)
- In connection with financial aid for which the student has applied or which the student
has received, if the information is necessary to determine eligibility for the aid,
determine the amount of the aid, determine the conditions of the aid, or enforce the
terms and conditions of the aid. (§99.31(a)(4))
- To organizations conducting studies for, or on behalf of, the school, in order to:
(a) develop, validate, or administer predictive tests; (b) administer student aid
programs; or (c) improve instruction. (§99.31(a)(6))
- To accrediting organizations to carry out their accrediting functions. ((§99.31(a)(7))
- To parents of an eligible student if the student is a dependent for IRS tax purposes.
(§99.31(a)(8))
- To comply with a judicial order or lawfully issued subpoena. (§99.31(a)(9))
- To appropriate officials in connection with a health or safety emergency, subject
to §99.36. (§99.31(a)(10))
- Information the school has designated as “directory information” under §99.37. (§99.31(a)(11))
- To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex
offense, subject to the requirements of §99.39. The disclosure may only include the
final results of the disciplinary proceeding with respect to that alleged crime or
offense, regardless of the finding. (§99.31(a)(13))
- To the general public, the final results of a disciplinary proceeding, subject to
the requirements of §99.39, if the school determines the student is an alleged perpetrator
of a crime of violence or non-forcible sex offense and the student has committed a
violation of the school’s rules or policies with respect to the allegation made against
him or her. (§99.31(a)(14))
- To parents of a student regarding the student’s violation of any Federal, State, or
local law, or of any rule or policy of the school, governing the use or possession
of alcohol or a controlled substance if the school determines the student committed
a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))
A listing of the University's Personally Identifiable Information and Director Information
can be found on the General Council FAQ page.
Additional Information may be found at the FERPA website.
