FERPA

The Family Educational Rights and Privacy Act of 1974 (FERPA) limits access to the information contained in student records by third parties. A Consent to Release Student Information (FERPA form) form must be on file giving permission to release student information to third parties. If there is no form on file or the form excludes the person requesting information, we cannot release information regarding the student.

Students can update account access information either online through the Student Self-Service Center or by completing a hard copy of the Consent to Release Student Information form.

Online FERPA Instructions

Students can visit Self-Service to maintain third-party access to student records. Please note that the student ID number and PIN are required to enter the student self-service center. Students should keep their PIN confidential as sharing their PIN will give access to view and update their student information.

To View Contacts on File:

• Enter the student self-service center and enter your User ID and PIN.
• Click on Student Main Menu.
• Click on FERPA Information to view or update FERPA information.
• Choose View FERPA Contacts to view your current third party access on file.

To Add a New Contact:

• Enter the student self-service center and enter your User ID and PIN.
• Click on Student Main Menu.
• Click on FERPA Information to view or update FERPA information.
• Choose Update FERPA Contacts to add a new contact, update existing contacts, or remove an existing contact.
• Click on New Contact.
• To proceed to add a new contact, you must carefully read and acknowledge that you have read and understand the Consent to Release Student Information section.  Please note that to acknowledge you have read the information provided you must click on the "I have read and understand the FERPA Agreement" button.
• Enter the personal information for the contact person:  Full name, address, telephone number.
• Click on the boxes related to Grants all access or the boxes to the areas where you are granting access to your contact.
• Please note:  Access to Student Conduct can be restricted by academic year.

To Update an Existing Contact:

• Enter the student self-service center and enter your User ID and PIN.
• Click on Student Main Menu.
• Click on FERPA Information to view or update FERPA information.
• Choose Update FERPA Contacts to add a new contact, update existing contacts, or remove an existing contact.
• Click on the Name of the contact you are updating information for.
• To proceed to update information, you must carefully read and acknowledge that you have read and understand the Consent to Release Student Information section.  Please note that to acknowledge you have read the information provided you must click on the "I have read and understand the FERPA Agreement" button.
• Click or Unclick the boxes necessary to remove/add access to the categories listed.  To remove all access to a contact please check the Remove Contact box located above the Order field.
• Click Submit Changes.
• Please note that you have the right to add/remove access to third parties at any time.  You need to update this access either online or by using the University of Hartford's official Consent to Release Student Information form.
• Please note:  Access removed is effective on the date the student requests this change.  All information released prior to this date is covered under the previous access granted.

Consent to Release Student Information Forms

Forms can be obtained at the Center for Student Success or online Consent to Release Student Information Form (PDF). 

• Please note that the student is required to fill out and return this form to the Center for Student Success.
• Student signatures will be verified.  We reserve the right to contact students if we are unable to verify the student signature as presented on the form.
• Each form allows the student to list up to two Individuals/Agencies to grant student information access to.  If additional contacts are needed, the student must completely fill out another form for those contacts.
• The student can rescind all access by contacting SASC.

Forms can be hand delivered to the Center for Student Success or mailed to the following address:

Center for Student Success—FERPA

University of Hartford
200 Bloomfield Avenue
West Hartford, CT 06117

Do I have access to my own education records?

Yes, you may request to inspect and review your education records by contacting the Office of the Registrar at registrar@hartford.edu to schedule an appointment.

Are there limitations to the access that I have to my education records?

Yes. A student is not entitled to review and inspect “sole possession” records. These records are created for the purpose of being viewed only by the person creating them. They are not shared with other faculty, teaching assistants or administrators. Notes that are kept by an instructor about students in order to determine grades are an example of “sole possession” records.

Can I request changes to my education records?

Yes, you may request changes. These must be specified in writing and directed to the university registrar. There will be an official response within 30 academic days.

What is not included in an education record?

Medical records including psychological, law enforcement records created by an official police unit (not university security), employment and alumni records are not included in the education record.

How do I authorize release of my education record?

You can specify who may obtain access to your education record and whether some or all information may be disclosed by filling a “Consent to Release Student Information” form with the Center for Student Success. You may view and print a copy of the form Consent to Release Student Information Form (PDF).

Authorization remains in effect until rescinded by the student in writing.

Who may have access to my student information that is protected under FERPA?

Your consent is not required to disclose

• to school officials who have a legitimate educational interest
• to federal, state, and local authorities, involving an audit or evaluation of compliance with educational programs; in connection with financial aid
• to accrediting organizations
• to organizations conducting studies for or on behalf of educational institutions
• to parents of a dependent student
• to comply with a judicial order or subpoena
• in health or safety emergency
• releasing the results of a disciplinary hearing to an alleged victim of a crime or violence.

What information can be released without my consent?

Directory information may be disclosed without your authorization. Directory information includes:

• name
• address
• telephone number
• major field of study
• dates of attendance
• current enrollment status (full time, part time)
• class standing
• receipt or non-receipt of a degree
• academic awards received (dean’s list, cum laude, summa, magna)

What is the Solomon Amendment? 

The Solomon Amendment (10 U.S.C. 983) is a federal law that allows military recruiters to access some address, biographical, and academic program information on students age 17 and older. 

Under the Solomon Amendment, information will be released for military recruitment purposes only. The military recruiters may request student recruitment information once each term or semester for each of the 12 eligible units within the five branches of the service:

• Army, Army Reserve, Army National Guard
• Navy, Navy Reserve
• Marine Corps, Marine Corps Reserve
• Air Force, Air Force Reserve, Air Force National Guard
• Coast Guard, Coast Guard Reserve

What can I do if I do not want my directory information made available to the public?

Any student objecting to the release of directory information should write to the University Registrar requesting this information be withheld.

Do I have a right to access my son’s or daughter’s records?

At the university level, parents have no inherent rights to access or inspect their son or daughter's education records.  Records may be released to parents only if they have been given a written release by the student or in compliance with a subpoena.

Students may grant their parents (or others) permission to access their educational records by filing a “Consent to Release Student Information” form with the Center for Student Success.  You may click here to view and print a copy of the Consent to Release Student Information Form (PDF). Authorization remains in effect until rescinded by the student in writing.

May I receive grades and progress reports?

Such things as progress in a course, deficiencies in a subject area, scores and grades on papers, and exams are examples of personally identifiable information that make up part of the student's education record.

Since I am paying the bill, may I have access to my son or daughter’s student financial account?

As in the case of grades and progress reports, a student’s financial account is protected information under FERPA.  The student must authorize access to this information.

What about crisis situations or emergencies?

If non-directory information is needed to resolve a crisis or emergency situation, an education institution may release that information if the institution determines that the information is "necessary to protect the health or safety of the student or other individuals." This includes releasing information to school officials at another institution. A record must be made of the disclosure.

Whom do I contact with questions or concerns?

General questions, comments, or suggestions may be directed to the Office of the Registrar at registrar@hartford.edu.

The Family Educational Rights and Privacy Act of 1974 (FERPA) limits access to the information contained in student records by third parties.  A Consent to Release Student Information (FERPA form) form must be on file giving permission to release student information. If there is no form on file or the form excludes the person you are speaking with, you cannot release information regarding the student.

To check if a Consent to Release Student Information form is on file through the Faculty Self-Service Center:

• Please note that you must have security access to view student FERPA information.
• Enter the Faculty Self-Service Center and enter your User ID and PIN
• Choose the Faculty Services tab
• Click on Advisor Menu
• Click on View Student FERPA Information
• Select the current term
• Either use the drop down box to select your advisee or click on Enter Student ID Directly to enter the student's University of Hartford ID number
• You will be able to view all active FERPA Contacts

To check if a Consent to Release Student Information form is on file through Banner:

• Please note that you must have security access to view student FERPA information.
• FERPA information on file can be viewed on the SWAFERP form.
• The first page of this form lists all Active Contacts.  Please note that this form only displays two of the most recent records.  If necessary, use your down arrow key to display additional records.
• The second page of this form lists the History of Contacts.  Please note that this form only displays three records. If necessary, additional records may be viewed using the down arrow key on your computer keypad.

Consent to Release Student Information Form (PDF)

To check if a Consent to Release Student Information form is on file through Banner:

• Please note that you must have security access to view student FERPA information.
• FERPA information on file can be viewed on the SWAFERP form.
• The first page of this form lists all Active Contacts.  Please note that this form only displays two of the most recent records.  If necessary, use your down arrow key to display additional records.
• The second page of this form lists the History of Contacts.  Please note that this form only displays three records. If necessary, additional records may be viewed using the down arrow key on your computer keypad.

*Those who have access to Document Imaging may also view a copy of the FERPA form on file for those students who have elected to use a hard copy of the form versus filing on-line.  If you don't have access to Document Imaging and you know a hard copy of the form is on file, you can contact the Center for Student Success at 860.768.4999 to confirm the information recorded on the original form.

Consent to Release Student Information Form (PDF)