FERPA — Student Records Access and Confidentiality
In compliance with the Family Education Rights and Privacy Act (FERPA) of 1974, as amended, the College does not permit the release of personally identifiable information in student records without the written consent of the student, except as specifically allowed by FERPA statute or regulation. The registrar controls access to and disclosure of student education records and maintains safeguards against unlawful disclosure. Record of the access and disclosure of student records must be maintained by the office providing such records (usually the registrar) and will be made available to the student upon request.
Students have the right to inspect and review all Cambridge College records, files and data directly related to themselves with certain exceptions such as financial records of the student’s parents, confidential recommendations which were received before January 1975, or records to which students have waived their right of access. Official records and data related to a student are incorporated into his/her file, kept in the Registrar’s Office. Other student records may be maintained in the office which created the records such as academic deans, faculty, dean of students, etc. Cambridge College reserves the right to charge for copies of student records and will prohibit release of official transcripts for students who have financial holds.
FERPA allows, without prior written authorization from individual students, release of personally-identifiable directory information. Non-directory information may be accessed by individuals determined to have legitimate education interest, authorized representatives of federal, state and local educational authorities, accrediting organizations, and officials of another institution of postsecondary education where a student seeks or intends to enroll. Directory information at Cambridge College includes name, class year, home address and telephone number, e-mail address, dates of attendance, program status/major, degrees awarded, high school and any college previously attended.
Students who wish to keep their entire directory information private (a “FERPA block”) may contact the registrar. Students will be annually notified of this FERPA policy by web notice, catalog, email or other appropriate delivery method.
FERPA does not apply to the records of applicants for admission who are denied acceptance, nor does it apply to applicants who are accepted but choose not to attend Cambridge College. Admitted students are covered by FERPA once they have enrolled. A student is considered enrolled on the first day of classes.
FERPA defines student as any individual who is or has been in attendance at an educational agency or institution and regarding whom the agency or institution maintains education records. 34 CFR 99.3. In interpreting this definition with respect to application materials, Cambridge College has generally taken the position that records sent by the student to the college are not protected as education records unless/until the student matriculates.
If students take exception to anything in their folders on the grounds that it is inaccurate, misleading or otherwise inappropriate, they have the right to challenge its inclusion and seek to have it corrected or deleted. A written request must be submitted to the registrar for a joint meeting with the provost and vice president for academic affairs, the registrar, and any other appropriate person to discuss the matter.
If Cambridge College fails to comply with FERPA requirements, written complaints may be submitted to the Family Policy and Regulations Office, U.S. Department of Education, Washington, D.C. 20202.
See full policy.
Change of Name, Address and Contact Information
Students must make any permanent name or address change at the Registrar’s Office in Cambridge or at the Director’s Office at the regional centers.
Address and Contact Information — An address change requires official proof such as a utility bill, rental lease, mortgage, or other appropriate documentation. See Red Flag Identity Theft Prevention policy.
Name — Students wishing to change their names must provide legal documentation showing the reason for the change, as well as a written version of the new name. Acceptable documents include marriage certiﬁcates, divorce papers, passports, social security cards, and other court-issued documents. Students should send the request in writing and include their student ID number and/or social security number if ID number is not known. Once a student graduates the record is closed; name changes are not possible unless the student is reapplying for a new degree. See full policy.
Students may request their official transcripts from the Registrar’s Office at any time. Transcripts for graduating students are not released until after the degree conferral date.
Transcripts for graduating students are not released until their academic record has been cleared for graduation and their accounts are paid in full and cleared by the Bursar’s Office. If students are using financial aid, transcripts are held until all funds have been received.
Official transcripts cost $5.00, unofficial transcripts are $2.00. The charge for “rush” service includes the cost of the transcript(s) plus $30 and the cost of overnight shipping if requested (amount depends on destination).
Go to Student Forms to get the Transcript Request form. The completed form must be accompanied by full payment (check, money order, or credit card; see form). Therefore, if requesting overnight shipping please call the Registrar’s Office to find out the shipping cost before submitting the completed form and payment.
Verification of Degree or Enrollment
Cambridge College has authorized the National Student Clearinghouse to provide verifications. The Registrar’s Office does not provide verifications over the phone. If you are an employer or background screener, you may contact the National Student Clearinghouse’s Degree Verify service by web or by mail.
Mail: National Student Clearinghouse
2300 Dulles Station Boulevard, Suite 300
Herndon, VA 20171
Educator Licensure/Certification Verification
State program verification forms are processed by the Office of the Dean of the School of Education. Forms cannot be completed until the graduating student’s conferral date.