University Regulations

Family Educational Rights and Privacy Act of 1974 (FERPA)

Cleveland State University is required to give annual notice to students, or parents of students, of the rights granted by the Family Education Rights and Privacy Act (FERPA) of 1974. In accordance with this act you are notified of the following:

Right to Inspect

You have the right to inspect and review information contained in educational records maintained by Cleveland State University.

Right to Request Amendment

You have the right to request an amendment of an educational record that you believe to be inaccurate, misleading, or otherwise in violation of your FERPA rights. This includes the right to a hearing should the university decide not to alter a record according to your request.

Right to Prevent Disclosure

You have the right to restrict the release of information that may be disclosed on an unlimited basis by university personnel in response to oral or written requests. Certain exceptions to this rule are specified in the Act. See also Student Rights Regarding the Release of Directory Information.

Right to File a Complaint

You have the right to file a complaint with the U.S. Department of Education concerning any belief you have that Cleveland State University has failed to comply with the provision of FERPA. Written complaints should be directed to The Family Policy Compliance Office, U.S. Department of Education, 600 Independence Avenue, SW, Washington, D.C. 20202-4604. Phone: 202-260-3887. Fax: 202-260-9001.

A copy of Cleveland State University’s institutional policies on access to student records may be obtained by request from the Office of the University Registrar in KB 1400 or viewed on the Web at www.csuohio.edu/enrollmentservices/registrar/privacy/ferpa.html. These policies set forth the procedures for inspection and amendment of educational records.

Student Rights Regarding the Release of Directory Information

The Family Education Rights and Privacy Act of 1974 (FERPA) as amended, prohibits Cleveland State University from disclosing or releasing a student's "education record" or personally identifiable information contained in that record without the student's consent. FERPA defines "education records" as "those records, files, documents and other materials which (i) contain information directly related to a student; and (ii) are maintained by an educational agency or institution or by a person acting for such agency or institution."

One of the exceptions to FERPA permits the university to release or disclose "directory information" about students without their consent. The university will release the following as "directory information" unless otherwise instructed by the student:

  • Name
  • Participation in officially recognized activities and sports
  • Height and weight for members of athletic teams
  • Dates of attendance
  • Degrees earned and awards (honors) earned

Students who wish to restrict the release of the foregoing information can do so via CampusNet under the Student Records option or by submitting the Directory Information Restriction Request form to Campus411. The form can be found on the University Registrar’s website under Downloadable Forms at www.csuohio.edu/enrollmentservices/registrar, or by visiting Campus411 in person. This restriction will remain in effect until you request in writing that it be removed. However, even if you file such a request, the university will release information as necessary if it is determined that disclosure is permitted by FERPA without prior consent (e.g., response to a subpoena, health or safety emergency, etc.). Refer to the University Registrar's website at www.csuohio.edu/enrollmentservices/registrar for more information on FERPA.

Please be aware that if a student requests that the foregoing information be withheld, it will be withheld from a variety of sources, including friends, relatives, prospective employers, insurance agencies, honor societies, and the news media. Students should carefully consider the consequences of withholding such information before they do so.

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Student Records

Right to Review Records

Students attending Cleveland State University have the right to review educational records which consist of official records, files, and data directly related to themselves which are maintained by department, college, or university offices. Personal files maintained by faculty or staff are excluded from coverage under this policy.

Medical and counseling records maintained by professional or paraprofessional physicians or counselors which are used in treatment or counseling with a student are deemed confidential and need not be shared with a student. Such records may be reviewed by a physician or other appropriate professional of the student's choice. The following is a list of college and departmental offices and the records they may retain.

  • Admissions Offices (Graduate)
    • Admissions File
      (Records submitted by applicants are not available for inspection until admittance and registration of the student.)
  • Alumni Office
    • Degree information for alumni
    • Names and addresses of alumni
  • College Dean’s Office
    • Student File
  • College Departmental Offices
    • Student File
  • College of Education--Student Personnel Service
    • College of Education student records will be maintained in this office rather than in the Education College Dean’s Office. Under the Family Education Rights and Privacy Act (FERPA) of 1974, confidential materials submitted prior to January 1, 1975, are not available. Records that are available include: (undergraduate) academic records, students’ written objectives, speech and hearing test results, T.B. test results, and schedules; (graduate) application, transcript, GRE test results or Miller Analogies Test results, and letters of recommendation.
  • College of Law--Dean’s Office
    • Admission file
    • Placement file
    • Student file
  • CO-OP Office
    • Education file
    • Employer file
  • Division of Collegiate Studies
    • Admission information
    • Diagnostic Test Information
  • Judicial Affairs--Department of Student Life
    • University Judiciary Reports and Conduct Records
  • Placement Office
    • Placement folders submitted by students for employment purposes
  • Treasury Services
    • Student Financial Record
  • University Police
    • Incident Report/ Crime Log
  • University Registrar
    • Academic Record
    • Admission Record (undergraduate only)
    • Student Schedule
    • Residency Petition
    • Change of Name Record
    • Transcript Request File
    • Transient Record
    • Graduation Application File
    • Registration/Enrollment Materials
    • Veterans’ Certification File

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