FERPA Policy

Go to our Frequently Asked Questions.

The University of New 51 complies with The Family Educational Rights and Privacy Act of 1974 (FERPA). This act affords students certain rights with respect to their educational records. All academic records of are stored in the Office of the Registrar. Financial Aid records are stored in the Office of Financial Aid. Students who may wish to review their records must request to do so in writing. The student’s current contact information must be provided in the written request.

A student’s permanent academic record includes official grades and transcripts. Other academic records include, but are not limited to: admission application, transcripts from high schools or other institutions, exam scores, supporting documentation, and correspondence from other offices. Relevant documents are scanned to the student’s record in Banner and destroyed when they no longer have immediate administrative use.

Notification of Family Educational Rights and Privacy Act (FERPA)

The Family Education Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records, as follows:

(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 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 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 a 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 Governors; 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 the University New 51 to comply with the requirements of FERPA.

The name and address of the office that administers FERPA are: Family Policy Compliance Office, U.S. Department of Education, 600 Independence Avenue SW, Washington, DC 20202-4605.


Frequently Asked Questions

  • The Family Educational Rights and Privacy Act (FERPA) is a federal law that affords parents the right to have access to their children’s education records, the right to seek to have therecords amended, and the right to have some control over the disclosure of personally identifiable information from the education records. When a student turns 18 years old, or enters a postsecondary institution at any age, the rights under FERPA transfer from the parents to the student (“eligible student”). The FERPA statute is found at 20 U.S.C. § 1232g and the FERPA regulations are found at 34 CFR Part 99.

    .

    • To review your education records within 45 days of a request.
    • To request an amendment to your education records if you believe there is an error.
    • 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.
    • To file a complaint with the U.S. Department of Education concerning alleged failures by the University New 51 to comply with the requirements of FERPA.

  • A student’s permanent academic record includes official grades and transcripts. Other academic records include, but are not limited to: admission application, transcripts from high schools or other institutions, exam scores, supporting documentation, and correspondence from other offices. Relevant documents are scanned to the student’s record in Banner and destroyed when they no longer have immediate administrative use.

  • Students should submit to the registrar, dean, head of academic department or other appropriate official written requests that identify the record(s) they wish to inspect. The university official will arrange 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. Records may only be viewed in person with a university official present.

  • Directory information may be shared upon request, and at the discretion of the university. Examples of directory information include your name, degree sought and received, and dates of attendance. More information can be found here.

    The University of New 51 is required, by the Solomon Act, to share your information with the military for recruiting purposes when requested.

    If you have access to student directory information, the decision whether or not to release the information should be made only if releasing such information is part of your assigned job duties, after ensuring that the student(s) in question have not opted out of having their Directory Information shared.

    Any questions or concerns should be directed to ferpa@newhaven.edu.

  • Yes. However, if they request to withhold directory information, we cannot verify their degree with future employers or with anyone with whom they might actually want us to share information. We would need their prior written consent upon each request. Here is a link to the required form:

  • Updated 8/24/2023

    Do not share any information with anyone until you have confirmed that the student has submitted their consent. You can check for consent in myCharger by following these steps:

    • In myCharger on the Faculty Resources page, Under Faculty Tools click on Student Photos and FERPA.
    • Enter student ID or name, choose the current academic year and Search:
      • If you see "Student presently does not have an authorized FERPA contact on file" - You may not talk with family members.
      • If you see contact information, you must ask the person whom you are speaking with to confirm their name and to give you the password. If it matches what is in their record, then you may speak with them.

  • FERPA records are updated in myCharger. From the Student Resources page, students click on “Update Academic and Disciplinary Contacts” and follow the directions. They should be sure to share passwords with the appropriate people.

    Quick Tips for Faculty/Staff

    • Refer requests for information from the educational record of a student to the proper education record custodian. When in doubt about the proper custodian, email ferpa@newhaven.edu.
    • Keep only those individual student records necessary for the fulfillment of your teaching and advising responsibilities. Private notes intended for your own use are not part of an academic record. Keep any personal professional records relating to students separate from their educational records.
    • When emailing the same message to more than one student at one time, always add students under BCC. Never include any individual student information when emailing another student.
    • Do not display student grades publicly, or put student papers, exam books, etc. in publicly accessible places. Students are not to have access to the scores and grades of others in class in ways that allow other students to be identified.
    • Do not request information from the educational record custodian without a legitimate educational interest and the appropriate authority to do so.
    • Do not share student educational record information, including grades or grade point averages, with other faculty or staff members of the University unless their official responsibilities identify their “legitimate educational interest” in that information for that student.
    • Do not share information from student educational records, including grades or grade point averages, with parents or others outside the institution, including in letters of recommendation, without written permission from the student.

    When in doubt, reach out to ferpa@newhaven.edu.

  • No. We will only share information from any education records with family members or any other individual outside of the University with the student's prior written consent.

    To allow us to speak with family members or guardians, a student must update their FERPA record each year. The required information is submitted in myCharger through a link on the Student Resources page.

  • No. Information about grades and academic standing is provided directly to students. Students are notified by email any time their status changes from Good Standing. That email includes instructions about the appeal process and/or next steps.