Students

Policy on the Privacy of Student Education Records and Release of Student Records (FERPA Policy)

This policy explains how Clark University protects the privacy of student education records under the Family Educational Rights and Privacy Act of 1974 (FERPA), and describes your rights regarding those records. It applies to all Clark offices, employees, and others who create, maintain, or access student education records. The University Registrar is the data steward of education records and oversees compliance with this policy.

Section 1. CONSENTING TO RELEASE YOUR RECORDS

If you want Clark to share your education records with someone — for example, authorizing a parent to discuss your grades with a professor, or letting an employer verify your enrollment directly — you can do this by submitting the authorization through ClarkYOU. You can add, revise, or revoke authorization of the person or organization who may receive the information.

Click HERE for Instructions to Access, Enter, Revise or Revoke a FERPA Authorizations. 

Section 2. DIRECTORY INFORMATION

Clark designates certain information as “directory information,” which the University may release without your consent unless you ask, in writing, that it be withheld. Asking Clark to withhold your directory information withholds all of it — which can affect things like commencement programs and enrollment verifications — so it’s worth talking to the Registrar’s Office before you submit a request.

Directory information includes: name; campus and home addresses; campus email and phone listings; photograph; date of birth; major(s) and class year; participation in officially recognized activities and sports (including the weight and height of athletes); dates of attendance; enrollment status, degrees, honors, and awards; and date of degree conferral.

To withhold your directory information, complete the Request to Prevent/Restore Disclosure of Directory Information (FERPA) form and email it to the Registrar’s Office at registrar@clarku.edu.

Section 3. AUTHORIZED USERS FOR BILLING

Separately from FERPA, you may voluntarily give a family member or other person access to view your e-bill and account activity by adding them as an “authorized user” in ClarkYOU. This is your choice to make and revoke at any time; the Registrar’s Office and Business and Financial Services cannot add an authorized user on your behalf.

Section 4. YOUR RIGHTS UNDER FERPA

Right to consent to disclosure. Clark will not release personally identifiable information from your education records without your written consent, except where FERPA allows disclosure without consent. Common exceptions include disclosures to:

• School officials — Clark employees, contractors, or committee members — who have a legitimate educational interest in the information to do their jobs
• Other schools where you are enrolled or seeking to enroll
• Parties involved in your financial aid
• Appropriate officials in a health or safety emergency
• Parties responding to a valid judicial order or subpoena
• A parent who claims you as a tax dependent
• A parent, if you are under 21, following certain alcohol or drug policy violations

A complete list of exceptions is set out in FERPA’s implementing regulations at 34 CFR Part 99. Contact the Registrar’s Office with questions about a specific situation.

Right to inspect and review your records. You may inspect and review your education records within 45 days of submitting a written request to the Registrar’s Office. The Registrar’s Office will arrange access and let you know how and where to view your records within 45 days of receiving the request.

Right to request an amendment. If you believe a record is inaccurate or misleading, write to the Registrar’s Office, identify the part of the record in question, and explain why. If Clark decides not to amend the record, you have the right to a hearing, and you’ll be told how to request one.

Right to file a complaint. You may file a complaint with the U.S. Department of Education if you believe Clark has violated FERPA. Complaints must be filed within 180 days of the incident, or of when you learned of it, with:

Student Privacy Policy Office U.S. Department of Education 400 Maryland Avenue, SW Washington, DC 20202-4605

Section 5. HOW LONG CLARK KEEPS YOUR RECORDS

FERPA doesn’t set a required retention period. Clark’s general practice is to retain education records for 7 years following graduation. If you have questions about how long a specific record is kept, contact the Registrar’s Office.

Responsible Office/Division: Office of the Registrar