Registrar's Office

The Family Educational Rights and Privacy Act (FERPA)

What is FERPA?

FERPA is the Family Education Right and Privacy Act.  It is a federal law that protects and affords the student’s right to their education records.  Under FERPA, student’s education records can only be released to individuals outside of the university with the student’s explicit consent.  This includes providing student information to parents. 

Students have the following rights and guarantees under FERPA, except where pertinent laws apply. The forms for requests to access these rights are located on the Registrar’s Office website, under the Registration and Records Forms.

  • Right to Consent to Disclosure to control release of their student records, excluding specific exceptions under FERPA.
  • Right to Restrict Directory Information to control the release of student records, excluding specific exceptions under FERPA
  • Right to Inspect and Review their education record, except where relevant laws or regulations apply.
  • Right to Request Amendment for correction to their student records
  • Right to Request a Hearing when the request to amend the record is denied
  • To be notified of their rights under FERPA annually *
  • To file a complaint with the FERPA office in Washington, D.C.

*FERPA Student Privacy Rights Annual Notification

CPP students may grant their parents and/or other individuals access to their education record by completing the FERPA Authorize to Release via their BroncoDirect Student Center and indicate the type of records may be released to them within the indicated timeframe.  Click here to view the How to Complete a FERPA Authorize to Release (PDF) for instructions.

For purposes of compliance with FERPA, CPP considers all students independent. Questions about FERPA and student records may be directed to the Registrar's Office at registrar@cpp.edu or contact 909-869-3000.

FERPA for Students

FERPA protects students who are currently attending or who have attended the institution; it does not extend those rights to applicants who apply for admission, but who never actually enroll in the institution. Upon enrollment, however, the application for admission and related materials, are automatically protected by FERPA. FERPA rights continue after a student has graduated or otherwise left the institution.

Education records is any student information that is maintain by the University, which can be in paper or digital format, or system file.  The education record includes but is not limited to:

  • Personal information such as a student's identification number, picture, or other information that would make it easy to identify or locate a student
  • Parent(s) and/or guardian contact information
  • Grades, test scores, courses taken, academic specializations and activities, and official letters regarding a student's status in school
  • Special education records
  • Disciplinary records
  • Documentation of attendance, schools attended, courses taken, awards conferred, and degrees earned

Education records do not include alumni records, medical/psychological records, non-student employment records, law enforcement records, and sole possession records.

FERPA defines "directory information" as information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed.  Typically, "directory information" includes information such as name, address, telephone listing, date and place of birth, participation in officially recognized activities and sports, and dates of attendance. As a FERPA exception, the University may disclose "directory information" to third parties without student consent.             

Cal Poly Pomona has designated the following to be classified as Directory Information:

  • Student's Name
  • Major field of study
  • Participation in officially recognized sports/activities
  • Weight and height of athletic team members
  • Dates of attendance
  • Full or part time status
  • Degrees and awards received
  • E-mail address
  • Most recent or previous college/university/agency attended
  • CPP will not disclose any personally identifiable educational records without the student’s consent, unless the records are directory information.  However, there are certain circumstances that the student’s education record may be required to disclose without student’s consent.  Please visit the Registrar’s Office website for more information.

For more information on FERPA, please view  the Family Educational Rights and Privacy Act policy on the catalog, contact the Registrar’s office at registrar@cpp.edu or call us at (909) 869-3000.

FERPA for Parents

FERPA protects students who are currently attending or who have attended the institution; it does not extend those rights to applicants who apply for admission, but who never actually enroll in the institution. Upon enrollment, however, the application for admission and related materials, are automatically protected by FERPA. FERPA rights continue after a student has graduated or otherwise left the institution.

Parents involvement is important to a student’s education success.  Many parents are accustomed to having unencumbered access to over your student’s education records.  However, when your student turns 18 and/or enters college, rights related to those education records transfer to students. This means that parents will not be able to access education records on students including grade reports, transcripts, class and/ or academic performance, etc.  Student must provide explicit consent for a parent to have access to their educational records.  Parents should discuss with their student on granting access to the students information, before calling the University on behalf of the student.  The University may also disclose some information to the parents in specific cases, such as if there’s an imminent danger of harm to self or others, or if a student under the age of 21 violates a university policy as in the case of underage drinking or drug abuse.

Education records is any student information that is maintain by the University, which can be in paper or digital format, or system file.  The education record includes but is not limited to:

  • Personal information such as a student's identification number, picture, or other information that would make it easy to identify or locate a student.
  • Parent(s) and/or guardian contact information;
  • Grades, test scores, courses taken, academic specializations and activities, and official letters regarding a student's status in school;
  • Special education records;
  • Disciplinary records;
  • Documentation of attendance, schools attended, courses taken, awards conferred, and degrees earned.

Education records do not include alumni records, medical/psychological records, non-student employment records, law enforcement records, and sole possession records.

FERPA defines "directory information" as information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed.  Typically, "directory information" includes information such as name, address, telephone listing, date and place of birth, participation in officially recognized activities and sports, and dates of attendance. As a FERPA exception, the University may disclose "directory information" to third parties without student consent.             

Cal Poly Pomona has designated the following to be classified as Directory Information:

  • Student's Name
  • Major field of study
  • Participation in officially recognized sports/activities
  • Weight and height of athletic team members
  • Dates of attendance
  • Full or part time status
  • Degrees and awards received
  • E-mail address
  • Most recent or previous college/university/agency attended
  • CPP will not disclose any personally identifiable educational records without the student’s consent, unless the records are directory information.  However, there are certain circumstances that the student’s education record may be required to disclose without student’s consent.  Please visit the Registrar’s Office website for more information.

For more information on FERPA, please view  the Family Educational Rights and Privacy Act policy on the catalog, contact the Registrar’s office at registrar@cpp.edu or call us at (909) 869-3000.

Additional Information

Campus employees may only access information for which they have a "legitimate educational interest". These individuals have responsibilities with campus academic, administrative, or service areas whose functions depend on accessing students' education records. Faculty and staff who do not have a legitimate educational need are entitled only to directory information. Before providing any non-directory information to any individual, all employees have an absolute duty to ensure that the nature and/or purpose for obtaining information fall within the scope of legitimate educational interest. When in doubt, deny access to the information and refer the individual to the Registrar's Office.