Student Records - FERPA

The right to inspect and review the student’s education records within 45 days of the college receiving a request for access. Students should submit to the Registrar written requests that identify the record(s) they wish to inspect. The Registrar 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 Registrar, 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 where the student believes the record is inaccurate or misleading. Students 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 or misleading. 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 regarding the request of the amendment.

The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the college in an administrative, supervisory, academic, research or support staff position (including law enforcement unit personnel), or a person or company with whom the college has contracted (such as an attorney, auditor or collection agent). A school official has a legitimate educational interest if the official needs to review an education record to fulfill his or her professional responsibility.

The right to file a complaint with the U.S. Department of Education concerning alleged failures by the college 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

FERPA provides for the confidentiality of student records. County College of Morris reserves the right to release, or not to release, directory information at the discretion of appropriate college officials.

Directory Information

• Student name
• CCM email address
• Field of study
• Dates of attendance
• Degrees and awards received

Students who wish to have directory information withheld must notify the Registrar in writing within the first two weeks of the Fall or Spring Semester. Upon receiving this written request, directory information will not be released without the student’s consent.

Non–Directory Information

No information, other than that listed in the directory information (as outlined), will be released without a student’s written consent except when prior written consent is not required by FERPA. The college must disclose educational records without written consent of students to those federal and state government agencies and officials provided by law. The college must also provide the access of education records to:

1. Personnel within the college determined by the college to have legitimate education interest. “Legitimate Education Interest” is defined as the demonstrated need to know by those college officials who act in the student education, professional employees and other persons who manage student record information.
2. Organizations contributing to a student’s financial aid or determining financial aid decisions concerning eligibility, amount, condition and enforcement of terms of said aid.
3. Accrediting organizations carrying out their functions.
4. Parents of a student who have established that student’s status as a dependent according to the Internal Revenue Code. (Parent(s) must provide a certified copy of the appropriate federal income tax form.)
5. Persons in compliance with a judicial order or lawfully issued subpoena, provided the college makes an attempt to notify the student. (The student will be notified in writing by the Registrar that a subpoena has been issued.)
6. Persons in an emergency, if the knowledge of information, in fact, is necessary to protect the health and safety of student(s) or other persons.

NOTE: Information concerning applicants to the college who have not yet enrolled  (not registered for classes) will not be released to anyone.

The Family Educational Rights and Privacy Act is a Federal Law that helps protect the privacy of student education records. The Act provides students the right to inspect and review education records, the right to seek to amend those records and the right to limit disclosure of information from the records. The intent of the legislation is to protect the rights of students and to ensure the privacy and accuracy of education records. The Act applies to all institutions that are recipients of federal aid administered by the Secretary of Education.

FERPA governs and protects students’ rights to their individual educational records. Students’ FERPA rights begin at the age of 18 years or when they enroll in an institution of higher education, whichever is earlier.

Writing a letter of recommendation may require express, written permission from the student to allow you 1) to access the student’s educational records and, 2) to disclose confidential information about the student to a third party. A faculty member may access a student’s educational records without the student’s express written permission only if specific job duties, such as the duties of an academic advisor, require access to those records. However, a faculty member, or any other appropriate college official, may not disclose confidential information from a student’s educational records to a third party without express, written permission from the student. If a student asks you to write a letter of recommendation for them please ask them to bring the Letter of Recommendation FERPA Release Form which can be found in the Office of Records and Registration or on the Records and Registration web page.

Items defined as directory information may be released without a student’s written permission, provided that the student has not chosen to restrict his or her directory information. All other personally identifiable information in a student’s educational record is confidential and may be disclosed to appropriate CCM faculty and staff members only if their normal job duties require such access.

Directory information is information contained in an education record of a student that generally would not be considered harmful or an invasion of privacy if disclosed.

CCM has established the following as directory information and it may be released to those requesting it unless the student specifically requests otherwise by submitting written notification to the Records and Registration Office and subsequently has a privacy/FERPA flag on her/his record.

Directory Information

• Student name
• CCM email address
• Field of study
• Participation in officially recognized activities and sports
• Weight and height of athletic team members
• Dates of attendance
• Degrees and awards received

CCM will not disclose any other information without written consent from the student. Students have the right to refuse the disclosure of personally identifiable information, as well as directory information, subject to other overriding provisions of law. To withhold directory information, students must fill out the Request to Prevent Disclosure of Information form located in the Records and Registration Office, Student Community Center, Rm. 220.

If a student has chosen to restrict the release of directory information, NO information can be released without further written permission of the student. Should someone inquire about an individual who has restricted the release of his/her directory information, the appropriate faculty/staff response is, ““I have no record of such an individual.”

FERPA regulations state that you MAY release directory information about a student, but FERPA does not require or compel the institution to do so.

If you receive a subpoena regarding a student’s education record, please send it to the Records and Registration Office, Student Community Center, Rm. 220. There are FERPA regulations that CCM must comply with before responding to subpoenas or court orders.

Student groups do NOT have legitimate educational interest and consequently may not be given confidential information about a student or students without each student’s express, written permission.

Access to personally identifiable information contained in educational records may be given to appropriate CCM administrators, faculty members, or staff members who require this access to perform their legitimate educational duties. Faculty members do not require knowledge of student academic records unless their normal job duties specifically require access. This type of access is termed “legitimate educational interest.”

Without the express, written permission of the student, parents, like all other third parties, including designees, may have access only to the student’s directory information. If a student has restricted his or her directory information, then the directory information is considered confidential, and you should respond to any inquiries by saying “I have no record of such an individual.” Confidential information may be released to parents/guardians only with the expressed, written permission of the student.

Please refer parents/guardians seeking information from their students’ education records to the Records and Registration Office or the Vice President of Student Development and Enrollment Management Office. 

Personally identifiable information about a student may not be disclosed without the student’s express, written permission. Therefore, extreme care should be used to protect such information (e.g., student ID numbers, SS#s) when returning assignments, term papers and exams to students.

FERPA prohibits the disclosure of any confidential student information in a personally identifiable manner without the student’s written consent. Faculty members may use student-specific, password-protected systems (such as CCM approved email addresses and BlackBoard) to communicate academic work, grades or other confidential information to students on an individual basis.

Dispose of all material containing confidential information (such as tests, papers, class rosters) by shredding or by placing them in a college approved and secure receptacle intended for the collection of material to be disposed of in a secure manner.

Consult the Records and Registration Office first (973-328-5200 or registrar@ccm.edu ).

Utilize password protection and encryption methods to ensure data security.

even for a brief period of time. 

i.e. through windows, open doors, etc.

in association with names, social security numbers (in whole or in part), CCM  student ID number or other personally identifiable information.

not even in sealed envelopes (unless you have the student’s permission to do so). Instead, return assignments and exams in class.

This does not constitute a legitimate educational interest.

for attendance purposes if it shows names and/or ID numbers.

For security purposes, this information must be kept confidential.

such as grades or class schedules, with parents or guardians unless the student is present or if the student has voluntarily provided written permission for you to discuss the specific records with the individual. You may refer parents to the Records and Registration Office for FERPA information or explanation.

such as prospective employers, associations, honorary organizations, etc., without the student’s written consent.

about a student’s educational record to a third party outside the college.

 e.g., Registrar.

If you release copies of transcripts, you are acting as a third party testifying as to the accuracy of the information on the transcripts.

or access a student’s record unless you have a legitimate educational interest with respect to that student and that record.

by not sharing education records information with your colleagues or co-workers unless a legitimate educational interest exists.

You are responsible for maintaining the security of your university account and computer. This includes all transactions that occur under your username and password.

on and around your workstation that may be visible to others.

all unneeded documents that include personal student information (i.e. social security number, grades, etc.). Placing records in the trash is a violation of FERPA.