FERPA

Releasing and Restricting Academic Records

• Restricting Release of Directory Information (Opt-Out)

  Students who do not wish the College to disclose directory information from their education records without prior written consent must submit a request to the Office of the Registrar to have this information withheld. 

  This request can be made electronically via the Release of Directory Information on the Student Profile in MyPortal or by completing a directory information opt-out form (PDF).  

  Note: When you graduate, your name, major(s), and Latin Honors (if applicable) will appear in the College of Charleston Commencement Program even if you have requested the withholding of Directory Information.  If you wish to be excluded from the Commencement Program, you must provide your signed, written request to the Registrar’s Office no later than October 1 for the December Commencement and March 1 for the May Commencement.

  Directory Info Release Opt-Out
• Authorizing the Release of Non-Directory Information

  Disclosure of a student's confidential education record requires prior written consent of the student (unless disclosure is permitted under certain exceptions to FERPA set forth in Section 99.31 of the FERPA Regulations).
  

  Written consent may be obtained by using the Authorization and Consent to Release Education Records form:

  • The form may provide for a one-time release or it can be signed to allow a standing order for release until official revocation in the department where the Consent Form was filed.
    
    
  • The student indicates on the form the exact records which can be released by which office and to whom they may be released. (NOTE: Only the form which is on file can be used for the release of information and not a copy of a form brought in by a third party.)
    
    
  • If the student wishes to release their records from more than one Office (e.g., the Office of the Registrar and the Office of Student Affairs) then a separate form will need to be presented by the student and kept on file in each Office.
    
    
  • The College assumes a standing order is to be honored until the student revokes it. If a standing order for release is given, it is the student’s responsibility to revoke that order at the time the student no longer wishes to release his or her records to the third party or parties noted.

  Consent to Release Records (PDF)
• Parents and Guardians

  Under FERPA, when a student reaches 18 years of age or attends a postsecondary institution at any age, all rights under FERPA transfer from the student's parents/guardians to the student.

  As a result, all of your academic information regarding goes directly to the you unless your you provide written permission to release the information to your parents, guardian or other specified party. 

  That written permission may be obtained by using the Authorization and Consent to Release Education Records form (PDF).

  In addition, you can provide Proxy Access to specific information in your MyPortal account:

  • Step-by-Step to Providing Proxy Access to your Parent/Guardian on the Hub

  We encourage you to consult with your family in planning for access to your education records. The quickest and easiest way for your parent(s) to receive information on your grades and academic progress is for you to provide it directly to your parent/guardian.

• Solomon Amendment and FERPA

  The Solomon Amendment is a federal law that allows military recruiters to access some address, biographical and academic program information on students age 17 and older.

  Under the Solomon Amendment, Student Recruitment Information will be released for military recruitment purposes only.
  
  The Department of Education has determined the Solomon Amendment supersedes most elements of FERPA. An institution is therefore obligated to release data included in the list of “student recruiting information,” which may or may not match the College of Charleston's FERPA directory information list.

  However, if the student has submitted a request (electronically via the Student Profile in MyPortal or by submitting a directory information opt-out form) to the Office of the Registrar to restrict the release of Directory Information, then no information from the student's education record will be released under the Solomon Amendment.
  
  Information Designated by the Solomon Amendment as Student Recruitment Information:

  • Name 
  • Address
  • Telephone number
  • College-issued email address
  • Age 
  • Major 
  • Class Level (e.g. Freshman, Sophomore, etc.) 
  • Degree awarded

  Military recruiters may request Student Recruitment Information once each term or semester for each of the 12 eligible units within the five branches of the service:

  • Army: Army, Army Reserve, Army National Guard
  • Navy: Navy, Navy Reserve
  • Marine Corps: Marine Corps, Marine Corps Reserve
  • Air Force: Air Force, Air Force Reserve, Air Force National Guard
  • Coast Guard: Coast Guard, Coast Guard Reserve
• Additional FERPA Forms
  • Request to Inspect and Review Student Records (PDF)
  • Request to Amend Student Records (PDF)
  • Student Release Request for References/Recommendations (PDF)
  • Affidavit Form For Requests Requiring Additional Authentication (PDF)

  Forms must be completed in black or blue ink and may not contain any marked out data. 
  
  Students may submit these forms in person with a valid state or U.S. government issued photo identification. Forms may not be submitted by another party on behalf of the student.  Students who are unable to bring a form in person may submit the form via postal mail or their college-issued email account. 

  The College of Charleston reserves the right to request further evidence to authenticate identity for all submitted requests, which may include notarized signatures and an affidavit.  All requests may be subject to review by the Office of Legal Affairs (OLA).