University Registrar


Office Hours:
Monday - Friday
8:00 am - 4:30 pm
Wednesdays
8:00 - 6:00 pm (Fall and Spring)

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Pursuant to government regulations and requirements, the University collects personally identifiable information of students who voluntarily provide needed data. Data, often collected online, include: name, address, phone number, email address, social security number, date of birth, gender, marital status, spouse's name, race/ethnicity, citizenship information, enrollment information, previous educational information, and emergency contact information.

 

Family Educational Rights & Privacy Act
Public Notice-Designating Directory Information
FERPA Information for Faculty and Staff & Training Power Point

Parents & FERPA

Privacy Form

FERPA Waiver -The FERPA Act of 1974 protects the privacy of individual students by placing restrictions on the disclosure of information (see below for more information). The FERPA release form gives Rowan University written permission to release/share information with parents. Submission of the waiver authorizes release of university defined Directory Information. Please indicate any specific restrictions to be enforced regarding disclosure to those you have identified.

NOTE:

--FERPA waivers should be accepted only in the form of original, signed hard copies.  Scanned versions may be submitted directly by attorneys but should not be accepted from other parties.

--FERPA waivers provided to faculty, advisors, and other academic or professional staff may be forwarded to General Counsel.


Family Educational Rights & Privacy Act

Notice to Students Regarding Provisions of the Family Educational Rights and Privacy Act of 1974

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 University receives a request for access.

Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The University 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 University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

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

Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University 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 University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
(3) The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.

One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or 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.

A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
(4) The right to file a complaint with the U.S. Department of Education concerning alleged failures by Rowan University to comply with the requirements of FERPA. The name and address of the Office that administers FERPA are:

Family Policy Compliance Office

US Department of Education

400 Maryland Avenue, SW

Washington, DC 20202-5920

http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html


Public Notice - Designating Directory Information

Rowan University has designated the following categories of student information as Directory Information. Such information may be disclosed by the institution.

Category I: Name, address, telephone number, electronic mail addresses, dates of attendance, class.

Category II: Major field of study, awards, honors (includes Dean's List), degree(s) conferred (including dates).

Category III: Past and present participation in officially recognized sports and activities, physical factors (height, weight of athletes), date and place of birth.

Students who desire to withhold the disclosure of information must provide written notification to the Office of the Dean of Students each year before the first week in October. Forms are available in the Dean's Office.

Rowan University assumes the failure on the part of any student to specifically request the withholding of categories of Directory Information indicates individual approval for disclosure.


FERPA Information for Faculty and Staff

Who can release student information?
An institution may disclose personally identifiable information without the student's written consent to "school officials" whom the institution has determined to have a "legitimate educational interest."


Obligation to release record information
An institution is not obligated to release directory information to anyone. FERPA only says that an institution MAY release information, but there is no obligation to do so. When in doubt, do not release information.


Disclosure and Release of Student Information Upon Death

The restrictions of the release of educational records governed by FERPA expire with the death of the student.  The University maintains full discretion with regard to the release of the information.  Parties requesting educational records for a deceased person must notify the Dean of Students in writing of their request.  The request must include documentation of the relationship of the requestor to the deceased and the reason for the request.


Student workers
FERPA does not preclude an institution from identifying students as "school officials" with a "legitimate educational interest" for specific purposes. The same requirements and responsibilities for a full time school official exist for student workers. The student workers must be trained on FERPA just as if they were faculty or staff.


Fraternities/sororities
Many fraternities and sororities maintain scholarship committees, academic excellence awards and related types of activities that are based upon personally identifiable information. However, fraternity and sorority members in charge of these activities are not "university officials" and may not have access to student record information, unless the student has provided written authorization.


Financial holds
Students have the right to inspect the contents of their student folder, regardless of their financial status with the institution. However, an institution is NOT REQUIRED to release an official transcript if the student has a past due account.


Subpoenas
At Rowan, all subpoenas are first reviewed by the Office of General Counsel to determine the appropriate course of action.


Crisis situations/Emergencies
If non-directory information is needed to resolve a crisis or emergency situation, an education institution may release that information if the institution determines that the information is "necessary to protect the health or safety of the student or other individuals." Factors to be considered or questions to be asked in making a decision to release such information in these situations are: (1) the severity of the threat to the health or safety of those involved; (2) the need for the information; (3) the time required to deal with the emergency; (4) the ability of the parties to whom the information is to be given to deal with the emergency.


Who to contact with questions/concerns
General questions may be directed to the Office of the Dean of Students or the Office of the Registrar, as appropriate. Comments or suggestions should be addressed to the Rowan University Registrar's Office, registrar@rowan.edu, (856) 256-4350.

--FERPA waivers should be accepted only in the form of original, signed hard copies.  Scanned versions may be submitted directly by attorneys but should not be accepted from other parties.

--FERPA waivers provided to faculty, advisors, and other academic or professional staff should be forwarded to General Counsel.




Parents & FERPA

The Family Educational Rights and Privacy Act transfers control of the student's educational record to the student at the college level as college students are considered responsible adults who determine what personal information will be released to whom. Under this law, parents who want to receive a copy of their student’s academic or financial records can do so if their student signs a release form.

How can I get a copy of my student’s grades?
The quickest, easiest way for parents to receive information about the student's grades, financial statement, or other student information is for the student to provide it. Students can look up information online, print it off, and give or e-mail a copy to their parents.

If I’m paying for my child’s education, why can’t I get a copy of his records?
FERPA requires that access to a college student’s records must be granted by approval of the student. Parents can, however, receive information about their student’s records if the student agrees to provide access. The University also reserves the discretion to release records to a parent, in certain circumstances, who submits a copy of the most recent year’s federal tax form showing that the parent claims the student as a dependent.  This documentation should be submitted to the Office of Registrar for transcripts, and to the Office of the Dean of Students for any other education record.


My student provided me with access to her records. Can you e-mail a copy of her transcript?
As a matter of policy, the University does not release private information over the phone or by e-mail.

Isn’t there a FERPA provision that colleges and universities can contact parents if a student violates alcohol or drug policies?
FERPA regulations allow, but do not require, higher education institutions to provide notice to parents when a student violates federal, state or local laws related to alcohol or drugs.


Where can I find out more about FERPA?
The U.S. Department of Education is responsible for overseeing FERPA. See the Department’s Web site for additional information: www.ed.gov/policy/gen/guid/fpco/ferpa/.

NOTE:

--FERPA waivers should be accepted by the University only in the form of original, signed hard copies.  Scanned versions may be submitted directly by attorneys but should not be accepted from other parties.

--FERPA waivers provided to faculty, advisors, and other academic or professional staff should be forwarded to General Counsel.