Office of the University Registrar

Institutional Policies on Access to Student Records

In compliance with the Family Education Rights and Privacy Act (FERPA) of 1974 Cleveland State University has established the following policies:

Access to Student Records

University policy permits students to inspect their educational records.  A student wishing to see his or her records may do so in the University Registrar’s Office, Union Building 441.  The University is generally prohibited from sharing student record information with third parties unless the student grants permission in writing to do so, or in response to a court order or subpoena.

 

Right to Review Records

Students attending Cleveland State University have the right to review educational records that consist of official records, files, and data directly related to them that are maintained by a University department, college or office.  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 that may be used in treatment or counseling with a student are deemed confidential and need not be shared with a student.  A physician or other appropriate professional of the student’s choice may review such records.

Financial aid records and files are confidential and need not be shared with students.  Files maintained by the University Police Department are confidential, except that the student involved in the incident may view the record known as the incident report.

  1. Students may request the opportunity to review their records.
    1. The request should be made to the administrator in charge of the University office in which the records are on file.
    2. The University office may require the request to be in writing.
  2. A student request to inspect and review a record will be granted within a reasonable period of time.  Such time shall not exceed 45 days after receipt of the request.
  3. Records must be inspected and reviewed by the student in the presence of the administrator in charge or a designee.
    1. The student shall be advised of the right to challenge and the procedure to challenge any portion(s) of a school record.
    2. Records may not be changed or portions deleted during inspection and review.
    3. Upon written request, the student shall be provided with a copy of any portion(s) of the school record, subject to a fee.

Hearing to Challenge the Content of Records

Students have an opportunity for a hearing to challenge the content of their school records to ensure that the records are not inaccurate, misleading, or otherwise in violation of the privacy or other rights of students, and to provide an opportunity for the correction or deletion of any such inaccurate, misleading, or otherwise inappropriate data contained therein.

  1. A student may request, in writing, a hearing to challenge the content of his or her school record.
    1. A request should be made to the President of the University or the President’s designee.
    2. A request must:
      1. Identify in specific terms the portion(s) of the record being challenged;
      2. State the reason(s) for challenging the portion(s) of the record so identified;
      3. State the remedy sought (e.g., the addition, alteration, or deletion of specific information under challenge).
    3. The written challenge is maintained as part of the record or file in question until the conclusion of the hearing.
  2. Hearing Procedures
    1. The President or President’s designee conducts the hearing.
    2. The hearing will be granted within 15 working days after receipt of the request.
    3. Prior to the hearing, the hearing officer shall notify the student and the University official representing the record of the time, place, and date of the hearing and of the specific portion(s) of the student’s school record to be challenged in the hearing.
    4. The University official or designee responsible for the student record under challenge shall represent that record in the hearing.
    5. The hearing shall be limited to a consideration of the specific portion(s) of the student’s school record being challenged.
    6. The student has the right to be assisted by an advisor of his or her choice.
    7. The burden of sustaining the challenge rests with the student.
    8. The student and the University official have the right to present evidence and witnesses directly related to the portion(s) of the student’s record being challenged.
    9. The hearing officer shall keep a taped record of the hearing.
    10. The hearing officer must provide the student with written notification of the disposition of the challenge, including the reason(s) for the disposition.
  3. Findings
    1. The record stands.
    2. The record is corrected.
    3. The record is deleted.

Challenge to Grades

The Family Education Rights and Privacy Act (FERPA) of 1974 does not cover challenges by students to course grades.

University Policy on Record of Access to Student Records

Students attending Cleveland State University have the right to know who has had access to their records and the reason for that access.

Accordingly, University offices with students’ education records must maintain a record listing the names of all parties, other than University officials with a legitimate educational interest, who have requested or obtained access to and/or copies of student records.  This record must be shown to students requesting such information.            

University Policy on Information Released as Public Information

In accordance with federal law, the University classifies the following information on students as public information and may make it available to the public:

  1. Student Name
  2. Participation in officially recognized activities and sports
  3. Height and weight of members of athletic teams
  4. Dates of attendance
  5. Degrees and awards (honors) earned

Since the University intends to make the above information public, it has the obligation to publish annual notification of that intent and to provide a reasonable period of time in which students can designate such information that is not to be released.

Under ordinary circumstances, lists of students are not provided to individuals and/or organizations.  The University reserves the right to publish a student directory listing names and addresses of students.

Student Records Maintained at Cleveland State University

Family Education Rights and Privacy Act of 1974: Notice

Student Rights Regarding the Release of Directory Information