Family Education Rights and Privacy Act
Academics at Utica College

Family Education Rights and Privacy Act

Utica College fully complies with the Family Education Rights and Privacy Act and its implementing regulations, each as amended (collectively known as FERPA) and with guidelines recommended by the American Association of Collegiate Registrars and Admissions Officers (AACRAO).

FERPA 101 - Basic information about FERPA for all staff, including the Bookstore, Sodexo, Facilities Management, Art Gallery, Public Relations, Corporate and Special Events, student workers, etc.

FERPA 201 - Comprehensive information about FERPA for faculty and staff with access to confidential student records, such as: Academic School Offices, Academic Advisers, Admissions, Academic Support, Advising Center, Career Services, Faculty (full time and adjunct), Human Resources, IITS, Institutional Research, Library, Parent & Alumni Relations, Registrar's Office, Student Financial Services, Success Coaches, etc.

Annual Notification of Rights Under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

1. The right to inspect and review the student's education records within 45 days of the day the College receives a request for access. Students should submit to the registrar, dean, or head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The College 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 College official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

Only records covered by FERPA will be made available. Students may have copies made of their records, except for an academic record for which a financial "hold" exists or a transcript of an original source document. Copies will be made at the student's expense at the prevailing rate.

2. The right to request the amendment of the student's education records that the student believes are inaccurate of misleading.

Students may ask the College to amend what they believe is inaccurate or misleading. They should write the College official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.

If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request of amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing. If the hearing results in a final determination not to amend the record, the student is permitted to place a statement with the record commenting on the contested information.

3. The right to provide written consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.

The College may disclose education records without prior written consent to school officials with legitimate educational interest. A "school official" is:
  1.  a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff);
  2. a person serving on the Board of Trustees;
  3. a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks; or
  4. a contractor, consultant, volunteer or other outside service provider used by the College to perform institutional services and/or functions.
  5. a person volunteering or otherwise performing services for the College.
A school official has a "legitimate educational interest" in the student records and/or the information contained therein if the official needs to review an educational record in order to fulfill his or her professional responsibilities, contractual obligations or assumed/assigned duties.

Upon request, the College discloses education records without consent to officials of another school, in which a student seeks or intends to enroll, or is already enrolled, for the purposes of the student's enrollment or transfer.

The College may disclose education records without consent to officials of another university, college, or school in which a student seeks or intends to enroll, or is already enrolled, for purposes of the student's enrollment or transfer.

The College may disclose education records without consent to parents of a dependent student as defined by the Internal Revenue Service, when proof of dependency has been provided. A "parent" is a parent, guardian, or someone acting as a parent who meets the IRS standard.

The College may disclose education records without consent to appropriate parties in connection with an emergency if knowledge of the information is necessary to protect the health or safety of the student or other individuals.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the office that administer FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Ave., SW.
Washington, DC 20202-4605
Phone: 800-872-5327

Directory Information

At its discretion, Utica College may provide “directory information” in accordance with the provisions of the Family Education Rights and Privacy Act of 1974 (FERPA).  Directory Information is defined as that information which would not generally be considered harmful or an invasion of privacy if disclosed.  Designated directory information at Utica College includes the following:
Student's Name
Local Address/Campus Residence/Telephone Numbers
Permanent Address/Telephone Number
E-mail Address
Date and Place of Birth
Degrees and Awards Received and Dates
Dates of Attendance (Current and Past)
Full or Part-time Enrollment Status
Participation in Officially Recognized Activities
Participation in Officially Recognized Sports
Weight/Height of Members of Athletic Teams
Most Recently Attended Educational Institution
Major Field of Study
Academic Levels
Residency Status
Students may block the public disclosure of directory information by submitting a Request to Prevent Disclosure of Directory Information form with the Office of the Registrar (this form is available on the Registrar's FORMS page). Please consider very carefully the consequences of a decision to withhold directory information.  A non-disclosure block will call for Utica College not to release any or all of this “directory information;” thus, any future requests for such information from non-college persons or organizations will be refused.

Utica College will honor your request to withhold directory information but cannot assume responsibility to contact you for subsequent permission to release this information.   Regardless of the effect on you, Utica College assumes no liability as a result of honoring your instructions that such information be withheld.

Requests for non-disclosure may be filed at any time and remain in effect permanently (including after departing the College) until removed, in writing, by the student.

As of January 3, 2012, the U.S. Department of Education's FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records — including your Social Security Number, grades, or other private information — may be accessed without your consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities ("Federal and State Authorities") may allow access to your records and PII without your consent to any third party designated by a Federal or State Authority to evaluate a federal- or state-supported education program. The evaluation may relate to any program that is "principally engaged in the provision of education," such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.

Questions about FERPA, students' privacy rights, and Utica College's compliance procedures may be directed to the Office of the Registrar, 123 White Hall, Utica College, Utica, NY 13502-4892.

Click here to see an informational PowerPoint show about FERPA.

Click here to see the Top Ten things you should know about FERPA.

Student GDPR Privacy Notice

Deadlines, Calendars, and Schedules


Craig P. Dewan
College Registrar
123 White Hall

(315) 792-3195
(315) 792-3020 (Fax)
(315) 792-3006
1600 Burrstone Road | Utica, NY 13502