Monmouth College adheres to the Family Educational Rights and Privacy Act (FERPA), wherein the rights of a student who is attending an institution of postsecondary education, or is eighteen years of age, supersedes the authority of the parent(s) to make decisions regarding the student’s records or account. Students who wish to grant access to a third party may designate proxy access in Colleague Self-Service by selecting “View/Add Proxy Access” under User Options. By granting access, student may give College staff permission to release information about financial accounts or final grades.
Academics/Grades proxy access does not include access to additional academic information such as academic standings, notification of probation or dismissal, and conversations with faculty or other academic affairs representatives. To grant this level of access to third party, students must sign the consent to release information form in person at the Office of the Registrar located in the ACE in Hewes Library.
The following is intended to notify all students of their rights with regard to educational records under the Family Educational Rights and Privacy Act (FERPA). FERPA affords students certain rights with respect to their educational records. These rights include:
The right to inspect and review the student’s education records within 45 days of the day the College 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 records(s) they wish to inspect. The College 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 College official to whom the request was submitted, the official shall advise the student of the correct official to whom the written request should be addressed.
The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading. Students may ask the College to amend a record that they believe is inaccurate or misleading. They should write the College 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 College decides not to amend the record as requested by the student, the College 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.
The right to provide written consent before the College discloses 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 College in an administrative, supervisory, academic or research, or support staff position, a person or company with whom the College 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 discipline committee, or assisting another school official in performing his or her tasks. A school official may also include a volunteer or contractor outside of the College who performs an institutional service of function for which the College would otherwise use its own employees and who is under the direct control of the College with respect to the use and maintenance of personally identifiable information from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist 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 responsibilities to The College. Upon request the College discloses education records without consent to officials of another school in which a student seeks or intends to enroll.
The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA.
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
Source: This Model Notification of Rights under FERPA for Postsecondary Institutions was developed by the Family Policy Compliance Office
The types of information listed below are designated by the College as directory information and would not be considered harmful or an invasion of privacy if disclosed. This information may be disclosed at the discretion of the College without the student’s written consent, unless the student has advised the College to the contrary. Students who do not want the College to disclose any or all of the types of information designated below as directory information must indicate this preference during the online confirmation process at the beginning of each semester or by completing the form available in the Office of the Registrar. The College has designated the following information as directory information:
A student’s name
Permanent and local college addresses
All telephone numbers of record
Electronic mail address
Date and place of birth
Enrollment status (full or part-time)
Major and minor field of study
Participation in officially recognized activities or sports
Weight and height of members of athletic teams
Dates of attendance
Degrees, honors and awards received
Most recent educational institution attended
Photograph, video or electronic images of students taken and maintained by the institution.
Student ID number, user ID, or other unique personal identifier used to communicate in electronic systems but only if the identifier cannot be used to gain access to education records except when used in conjunction with one or more factors that authenticate the user’s identity, such as a PIN, password, or other factor known or possessed only by the authorized user.
FERPA permits the disclosure of personally identifiable information from students’ education records, without consent of the student, if the disclosure meets certain conditions found in § 99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, § 99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose personally identifiable information from the education records without obtaining prior written consent of the student to:
College officials with a legitimate educational interest
Representatives of the Comptroller General of the United States, the Secretary or state educational authorities
Financial aid officials
Organizations conducting studies for educational institutions or agencies
Parents of dependent students
Legal authorities with judicial order of subpoena
Appropriate parties in health or safety emergencies