In the course of an academic year, parents, understandably, wish to be informed of their student's progress. Your student's privacy rights are governed by the federal law, the Family Educational Rights and Privacy Act of 1974, as Amended, (called "FERPA" or the "Buckley Amendment"). Providence College has adopted policies and procedures to comply with this law. In accordance with FERPA, faculty, staff and administrators may not be able to provide information concerning a student to a parent/guardian without the student's permission. This Guide provides answers to commonly-asked questions about the law and College policies.
1. What does FERPA mandate?
FERPA is the keystone federal privacy law prohibiting disclosure of personally identifiable information from student education records -- even to parents -- without prior written consent. Disclosure includes written and verbal communications. The College's policy is to release student information directly, and only, to students. There are exceptions, including one for health and safety emergencies. Specifically, the law permits the College to disclose otherwise private and confidential information from an education record to appropriate parties in an emergency situation if knowledge of the information is necessary to protect the health or safety of the student or other individuals.
2. What constitutes the student's consent?
Consent must be in writing and must specify the records to be disclosed, the purpose of disclosure, and the party to whom disclosure may be made. If the record contains personally identifiable information about other students, that information must be deleted before disclosing the record. Consent is not required for disclosure of information from education records to school officials who have a legitimate educational interest in the records because the information is necessary to perform a job-related task.
3. What are education records?
FERPA regulations define education records as "[t]hose records that are directly related to a student and [are] maintained by an educational agency or institution or by a party acting for the agency or institution" (Part 99.3). These records include grades, transcripts, course schedules, financial aid records, disciplinary records, and other personally identifiable, confidential information.
4. What rights does FERPA provide and to whom do these rights extend?
While a student is attending elementary and secondary school, and is under age 18, parents/legal guardians exercise FERPA rights on behalf of the student. These rights transfer directly to the student upon his/her enrollment in a college or university, even if that student enrolls prior to reaching the age of 18. FERPA provides each enrolled student the following rights: to inspect and review education records; to request an amendment; to limit disclosure; and to file a complaint. The College provides annual notice to students regarding these rights and the procedures for exercising them.
5. What is directory information and how may a student block its release?
Directory information is student data not generally considered harmful or an invasion of privacy if disclosed; the College, at its discretion, may release directory information. Currently, directory information is limited to name, address, telephone listing, e-mail address, date and place of birth, major field of study, class year, participation in officially recognized activities and sports, height/weight of members of athletic teams, enrollment status, dates of attendance, degrees and awards received, and previous educational institutions attended. Students may block the release of directory information by filing timely, written notice with the Office of Enrollment Services.
6. How can I obtain information about my student's academic status, including grades?
Most students come to college having developed a mutually respectful method of communication with their parents/guardian regarding their educational goals, challenges, setbacks and progress. During the college years, most students choose to have periodic discussions with parents/guardian about their academic status, including their grades. Most Providence College students choose to sign a written consent form permitting parental access to their academic records. Ultimately, students choose whether, and to whom, to disclose such information and the College will honor our students' choices on this matter.
7. Will I be notified if my student is charged with an offense through the College's disciplinary procedures?
Disciplinary records, with few exceptions, may not be disclosed without the student's consent. The Office of Student Conduct may recommend to students that they inform their parents when they are accused of a disciplinary offense.
8. Will I be notified if my student is charged with a drug or alcohol violation?
FERPA authorizes, but does not require, disclosure to parents of students under the age of 21 regarding the use or possession of alcohol or a controlled substance when that use violates laws, rules, or policies. The Student Handbook outlines the College's policies regarding parental notification.
9. Will I be notified if my student is treated at the Student Health Center or is seeing a counselor in the Personal Counseling Center?
Not normally. In addition to FERPA, state laws and professional ethical codes preclude the College from routinely sharing student medical information and counseling records with third parties, including parents, without the student's consent. There are important policy reasons supporting these confidentiality requirements, including the proven therapeutic benefits associated with encouraging students to talk freely with a physician or counselor, without fear that their conversations will be reported to others. Confidentiality, of course, is not absolute. As noted above, a parent/guardian will be notified if the College determines that the student's behavior poses a health or safety emergency.
10. Will I be notified if my student is hurt or injured on campus?
If the injury is of a serious or life-threatening nature, a parent will be notified by either the hospital or the College, or both. If the injury is not of a serious nature, the College will strongly encourage the student to inform a parent of the situation.
11. Will I be notified if my student is hurt or injured off-campus?
Generally, students are not subject to the same level of supervision off-campus as they are on-campus. If the College learns of an emergency involving a student, however, a parent will be notified in similar fashion as for emergencies related to on-campus occurrences. Otherwise, the College will strongly encourage the student to inform a parent of the situation. Hospitals and law enforcement agencies, of course, will follow their own notification protocols.
12. Who can answer other questions I may have about student privacy rights?
FERPA-related questions may be directed to the Office of Enrollment Services/Academic Records. Please contact Lucille Tomaselli, Associate Dean of Enrollment Services, at 401-865-1199, or send an e-mail to records@providence.edu. You may review the Student Handbook online. You may also contact Jacqueline Kiernan MacKay, Associate Dean and Director of Parent Programs: parents@providence.edu.