Family Educational Rights and Privacy Act (FERPA) and Directory Information

What is FERPA?

The Family Education Right to Privacy Act of 1974 (FERPA) is a federal mandate designed to protect the privacy of students’ records.   It includes academic records, financial aid records, attendance records and any other personally identifiable information collected by the college that, if shared, could violate the privacy rights of students and former students. Click on these links to view Hartnell College's Board Policy 5040 and Administrative Procedure 5040 regarding Student Education Records and Directory Information. 

As a result of FERPA students and former students have the following rights:

  • To inspect and review education records.
  • To request an amendment of education records believed to be inaccurate or misleading.
  • To consent to the disclosure of personally identifiable information and, conversely, to block the disclosure of information that is considered “directory” in nature.
  • To file a complaint with the U. S. Department of Education concerning alleged failures by the college to comply with the requirements of FERPA.

What is Directory Information? It is the student information which can be shared without the student’s’ prior consent

At Hartnell College, directory information includes the following items:  

  • Name
  • Major field of study
  • Full or part-time enrollment status
  • Participation in officially recognized athletic teams including weight, height, and high school of graduation
  • Dates of attendance
  • Degrees and certificates awarded including honors, scholarship awards, athletic awards and Dean’s list recognition
  • Photographs, video or web image of the individual or campus scenes including the individual in College publications, promotional materials, or on the College’s website.
  • Names, addresses, phone number of graduates and former students for publication in the College alumni directory and only with their consent.
  • A student ID number or other unique personal identifier that is displayed on a student ID card, 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.

What does FERPA consider to be part of a student’s private educational record?  And, when may this information be shared with a third party?

Information that WILL NOT be shared without the student’s written consent includes the following:

  • Social security number or any other unique identifier which would allow a student to be individually identified.
  • Grades and transcripts
  • Test scores
  • Academic standing—warning, probation, or dismissal.
  • Current class schedule, including day, time and location of classes.
  • Financial information—amount of bill, who paid it, how it was paid.
  • Immigration status
  • Residency status
  • Attendance records
  • Financial Aid records
  • Address
  • Parent or guardian name and address
  • Student Disciplinary Action

Personally identifiable information may be shared in the following situations:

  • The student has signed a release which is on file in the Office of Admissions and Records.
  • The information is requested by another Hartnell College Office or employee with a legitimate educational interest in the information requested.
  • The information has been subpoenaed and the student notified of that fact. 
  • The information is required through a court order.
  • The information has been requested by an authorized representative of a federal- or state-supported program in order to comply with legal requirements related to those programs.

Students will be notified through their hartnell@gmail.edu account at the end of the 4th week of the fall and spring semesters about the College's directory information and the option and procedures to opt out of being part of the College's directory information.  The deadline for submission of opting out is the Friday of the 9th week of the semester.  Students can at anytime revoke their original request for opting out of directory information.

The form to request to not participate in Directory information for Hartnell College is available here Authorization for Release of Student Records form.   In addition, you can revoke your Authorization for Release of Students records by completing the Revoke Previous Request to Prohibit Release of Directory Information”  by completing and submitting the form to the Admissions & Records Office.

Contact the Dean of Student Affairs, Enrollment Services or the Vice President of Student Affairs if you have any questions using the contact information listed below:

Mary Dominguez, Dean of Student Affairs, Enrollment Services (831) 755-6714. 

Dr. Romero Jalomo, Vice President Student Affairs (831) 755-6822