Student Records Privacy-FERPA

Family Educational Rights and Privacy Act (FERPA)

The Federal Family Educational Rights and Privacy Act (FERPA) affords students three basic rights:

The right to inspect and review their education records.
The right to have some control over the disclosure of their education records.
The right to seek the amendment of incorrect education records.

FERPA applies to all institutions that receive funds administered by the Secretary of Education. FERPA applies to the education records of individuals, regardless of age, who are currently, or who have been, in attendance in postsecondary institutions. Education records are those records which are directly related to a student and are maintained by an institution or a party acting for the institution.

Annual Notification
Notification of Student Rights under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education 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 record(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, that official shall advise the student of the correct official to whom the request should be addressed.

The right to request the amendment of the student's education records that the student believes is inaccurate. Students may ask the College to amend a record that they believe is inaccurate. 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. 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 consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent. The University of North Georgia may, but is not required to, disclose information from a student’s education records only with the written consent of the student, except:

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 (including law enforcement unit personnel and health staff); 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 Regents; 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. However, a school official may not re-disclose information from a student's education records to others without the student's written consent.

to appropriate parties in connection with an emergency if knowledge of the information is necessary to protect the health or safety of the student or other individuals.

in connection with a student’s application for, and receipt of, financial aid.

to comply with a judicial order or lawfully issued subpoena.

to parents of dependent students as defined by the Internal Revenue Code, Section 152.

to officials of other higher education institutions in which a student seeks or intends to enroll or has enrolled.

U.S. Comptroller General, U.S. Attorney General, U.S. Department of Education

State and local officials

Authorized organizations conducting educational research

Accrediting agencies

Alleged victim of a crime

Parent of a student under 21 regarding the violation of a law regarding alcohol or drug abuse

The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University of North Georgia to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:

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

Student Directory Information
̨��swag has designated the following items as directory information:

Student’s name, mailing and permanent addresses, telephone numbers, and ̨��swag e-mail address;

Degree(s) pursued and/or awarded and dates;

Major, minor, and/or concentration;

Enrollment status (i.e., full- or part-time);

Class standing (i.e., senior, freshman, etc.);

Dates of attendance;

Anticipated graduation date;

Participation in University-sponsored activities and sports;

Honors and awards received.

Under the provisions of the Family Education Rights and Privacy Act students have the right to withhold the disclosure of the categories of "Directory Information."

Students who do not want their directory/public information released to third parties must complete the . Students must submit the signed consent form in person with photo ID to the Office of the Registrar.

FERPA for Parents and Family
Except under conditions specified in the Act, institutions may not disclose information contained in a student's education records to any third party, including parents, without the student's written permission.

Do parents have a right of access to their student’s educational records?

Although parents do not have a right to these records, the university is permitted to share these records with the parents if the student authorizes that access. The University of North Georgia utilizes the ̨��swag Family Network to provide and manage that access

Requesting access to your student's educational records

A parent can to their student's information through the .

FERPA authorization only grants access to information, it does not grant the right to act on the student’s behalf.

The FERPA authorization will remain valid until rescinded by the student.

Joining the ̨��swag Family Network

The will allow you to connect to your student by sending them a request to access their records. On the day after the request is approved, you will have access to view their authorized information. The data will be updated nightly

Parents and Family Members can Join the ̨��swag Family Network for Free

Go to and either sign in or sign up.

Complete a quick on-boarding survey, if prompted

Update your profile. Users can click the person icon in the top right corner of the page and click “Edit my Profile.”

Update notification settings. Users can click the person icon in the top right corner of the page and click “Edit Notification Preferences.” You can get alerts when something changes!

Connecting to Your Student

To connect to your student, click the graduation cap icon in the top-right corner of the page. Please note that your student must approve the request. Only then will you be able to access their information the following day.

Enter their ung.edu email address. Please note that families cannot request a connection to students who have recently been admitted but have not registered for classes. Connections are only possible after a student has registered for classes.

Parents and family can request access to:

Class Schedule/Enrollment Information

Grade(s) Information

Holds on Account

Financial Aid Information

Account Balance

Having trouble connecting to your student?

Cancel the request by clicking on the graduation cap. Click “Go to my connections,” click on the connection you’d like to cancel, scroll to the bottom, then click "Cancel this connection."

Start a new request with the student's correct email address.

Student gets an email and approves your request.

When students accept their parent or family member’s request, they must accept the connection and then must approve the FERPA requests. Parents and family members can either request everything or choose à la carte what they would like to see. Similarly, the student can either grant access to everything, or pick and choose what they would like their supporters to have access to. Students can revoke access at any time by logging into the with their ̨��swag username and password.

Forgot your PIN?

During the process of requesting access to your student’s record, you’ll be asked to create a PIN. You’ll need to remember this PIN – if your connection request is approved by your student and you need to call for information about your student’s records, you’ll need to use that number to confirm your identity and your ability to access your student’s record.

If you can’t remember your PIN, you follow the steps below to reset it:

Log in to your account

Click on the graduation cap icon at the top right side of the page

Click on 'Go to My Connections'

Choose the connection you need to adjust.

Click on ''Forgot PIN?' Click to reset'

Resources

Questions concerning this law and the College’s procedures regarding release of academic information may be directed to the Registrar’s Office.

FERPA for Students
Students who wish to share FERPA protected records with your parents, family, or support person may grant or approve access through the .

Approving Requested Access

If you have a request outstanding in the ̨��swag Family Network, you’ll receive an email.

You can select the button to “Click here to approve this request” if you would like.

You can also grant access by going to the and selecting the link that says “Are you faculty or a student? Log in here"

You will be taken to a sign-in page. Enter your ̨��swag Username and Password and select “Log In.”

You will be taken to a sign-in page. Enter your ̨��swag Username and Password and select “Log In.”

Select the connection request for which you would like to approve access.

Select the records for which you would like to edit access. You may select to share all records or to individually select the records you'd like to share with the person who requested access. Select “Grant Access.”

If the update to your connection was successful, you'll be taken back to the Connections screen and see a green banner at the top confirming that the connection has been updated.

Granting New Access

To grant access, go to the and select on the link that says “Are you faculty or a student? Log in here."

You will be taken to a sign-in page. Enter your ̨��swag eRaider or email and Password and select “Log In.”

After you log in, you will be taken to the Connections page where you can select “Add My First Connection.”

Enter the person’s email address and use the drop-down menu to select their relationship to you. Select “Continue.”

Select the records you would like to share. You may either select to share all available records or individually select the records you'd like to grant access

You will see a green banner at the top of the page if your connection request has been successfully sent to the person you granted access to. They will receive an email detailing your connection request. You'll receive an email notification if the person confirms your connection request to view aspects of your student record. And now, feel free to repeat this process if you would like to grant access to additional parents, family members, supporters, etc. You can grant access to anyone who supports you!

FERPA for Faculty and Staff
The is a federal law regarding the privacy of student records and the obligations of the institution, primarily in the areas of release of the records and the access to these records. Any educational institution that receives funds under any program administered by the U.S. Secretary of Education is bound by FERPA requirements. Institutions that fail to comply with FERPA may have funds administered by the Secretary of Education withheld.

While FERPA allows schools to disclose student education records without consent in certain situations, generally, schools must have written permission from a student to release any information from a student's education record to any party not meeting a stated exceptions. Contact the Registrar's office for more information. Parents, spouses, other students, even staff and faculty who do not have a legitimate educational interest should not access the student's information. It is the responsibility of al University of North Georgia employees who have access to student information to safeguard that information.

̨��swag Family Network

The allows parents and family members to connect with their student(s) by sending them a request to access their records. The day after the request is approved by the student, they will have access to view their information. Before you release any information about a student you must first check that the parent or family member is authorized through the .

Verifying Student Consent to Release Information

As ̨��swag faculty or staff you can log in to using your ̨��swag Single Sign-On:

At the log in prompt, select the "Are you faculty or a student" link.

Once you are logged in, select the "Profile" icon at the top right

From the drop-down menu, select "Admin" to access the admin area

In the "Students" field, enter one of the following to search

Student ID Number (preferred)

Student Email

Student First Name

Student Last Name

The student's ̨��swag email address will be displayed. Click on the email address to continue

Enter the Validation PIN

While the website does allow "Parent email address" as a verification option, we ask that you only use the PIN that authorized person should vide in order to safely and securely verify their identity.

If the parent or individual on the phone provides you with a correct PIN, green verified boxes with information granted will appear

̨��swag

Student Records Privacy-FERPA

Family Educational Rights and Privacy Act (FERPA)

̨��swag Family Network

Verifying Student Consent to Release Information