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Complete and print this PDF form. Sign and return to Information Technology Office in PLS-260 or send scanned image
of signed form to ISO@fullerton.edu.
Request Type 1st time Authorization Reauthorization Department Change
Security Group Name & Purpose
Security Group Owner
Name of Person who will add users to the
firewall Security group (must be an MPP):
Above Person's Department:
Above Person's Title:
Above Person's NT Alias:
Custodian of Records' Name:
I have read, understand and will comply with the CSUF statement of "Family Educational Rights and Privacy Act
(FERPA)" (see pages 2 and 3 of this form); and
CSUF President's Directive No. 13 (http://www.fullerton.edu/policies/presdir/dir13.htm).
Security Group Owner: Date:
Custodian of Records: Date:
Information Security Officer: Date:
Information Technology Use Only
Date Group Created: Date Group Deleted:
Re-delegated to: Security Group Name as Assigned:
Revised 7/07/2004
Signatures
The following information describes the Security Group Owner:
Requested Name for Security Group:
Purpose of the Security Group
Family Educational Rights
and Privacy Act of 1974
I. What is FERPA?
The Family Educational Rights and Privacy Act of 1974, also
known as "FERPA" or the "Buckley Amendment," protects the
privacy of student education records. The Act affords students
the right to (a) consent to disclosures of personally identifiable
information contained in their education records, except when
FERPA authorizes disclosure without consent; (b) inspect and
review their education records within 45 days of the university's
receipt of their request; (c) request amendment of an education
record thought to be inaccurate or misleading; and (d) file a
complaint with the U.S. Department of Education concerning
the university's alleged failure to comply with FERPA.
II. Who is protected under FERPA?
Students who are currently attending or who have previously
attended at Cal State Fullerton are protected by FERPA. FERPA
does not apply to records of applicants who are denied accept-
ance or, if accepted, do not attend Cal State Fullerton.
III. What is "personally identifiable
information?"
"Personally identifiable" information is data or information that
if known, would make a student's identity easily traceable. For
example, a student's name, address and social security number
are all personally identifiable information.
IV. What is an "education record?"
An "education record" is any record related directly to a student,
produced in any medium including but not limited to handwrit-
ing, print, tape, computer or film, and maintained by the univer-
sity or an agent of the university, except for:
a. Personal records of instructional, administrative and educa-
tional personnel, which are in the sole possession of the
maker and not accessible or revealed to any individual
except a temporary substitute;
b. Employment records of individuals whose employment is
not contingent on their student status, provided the records
are used only in relation to the individual's employment.
c. Records maintained by university police solely for law
enforcement purposes and revealed only to law enforcement
agencies of the same jurisdiction;
d. Records relating to treatment provided by a physician, psy-
chiatrist, psychologist or other recognized professional or
paraprofessional and disclosed only to individuals providing
treatment, and
e. Records that contain information about a student after that
student no longer attends the university and do not relate to
that individual as a student.
V. Who would generally be permitted access
to an education record without the student's
written consent from a student?
Cal State Fullerton will not disclose or permit access to any per-
sonally identifiable information from a student's education
record without that student's prior written consent except to:
a. School officials who have a legitimate educational interest in
the education record. Disclosure to a school official with a
legitimate educational interest does not constitute authoriza-
tion for that individual to share this information with others
not having a legitimate educational interest in the education
record. Any information received, after the purpose for its
review has been fulfilled, should be destroyed or returned to
the originating office for appropriate disposition;
b. Officials of other institutions, upon request, in which a stu-
dent seeks or intends to enroll;
c. FERPA-specified representatives of federal, state, and local
agencies and authorities associated with state and federally
supported education programs;
d. Persons or organizations responding to a student's request
for or receipt of financial aid, as necessary to determine the
eligibility, amount or conditions of the financial aid, or to
enforce the terms and conditions of the aid;
e. Institutions conducting studies to develop, validate, and
administer predictive tests, or to improve instruction;
f. Accrediting agencies carrying out their function;
g. Parents of a student who claim that student as a dependent
for income tax purposes. Prior to any such release, the uni-
versity will notify the student of the request and impending
release;
h. Comply with a judicial order or lawfully issued subpoena;
When relevant to the proceedings, to a court in the event
that a parent or student has initiated a legal action against
the university, or in the event that the university has initiat-
ed a legal action against a parent or student.
Protect the health and safety of students and other persons
in an emergency;
An alleged victim of a FERPA-specified crime of violence or
non-forcible sex offense, only as necessary to convey the
final outcome of any institutional disciplinary proceeding
against the alleged perpetrator of that crime with respect to
that crime;
Federal, state and local officials under FERPA-specified, lim-
ited circumstances.
VI. Who is a "school official" and what is a
"legitimate educational interest?"
Cal State Fullerton has defined "school official" to mean univer-
sity employees (including law enforcement and health person-
nel); agents of the University (such as an attorney or collection
agent); or individuals, including students, serving on official
committees or assisting a school official perform his/her tasks.
Cal State Fullerton has defined "legitimate educational interest"
to mean when a school official must review an education record
to fulfill their professional responsibility.
VII. What is directory information?
This personally identifiable information may be released general-
ly with a student's prior written consent. Cal State Fullerton des-
ignates the following as Directory information:
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a. Student's name, date and place of birth, permanent and
local address, university-recognized e-mail address(es), tele-
phone number, class level, enrollment status, major, minor,
dates of attendance, degrees and awards received, previous
educational institutions attended, past and present participa-
tion in recognized activities, weight and height if an athletic
team member.
Students may choose to limit the release of their Directory infor-
mation in one of the following four ways:
a. Permit release of all Directory information. Unless restricted
by a student, Cal State Fullerton may release a student's
Directory information at any time to any requesting party,
including the military and for the development of universi-
ty-affiliated marketing programs.
b. Permit release of only "Verification" information. This sub-
category of Directory information consists of a student's
name, class level, enrollment status, major, minor, degrees
and awards received, dates of attendance and university-rec-
ognized e-mail address(es). The university will release this
information for classroom use; in response to requests,
including those from financial lenders, employers or insur-
ance companies for verification of degree and enrollment
information; and for inclusion in Commencement and hon-
ors materials. Students who release only "Verification" infor-
mation will be excluded from all university directories,
printed or electronic, that the university may produce or
publish.
c. Permit release of only "Class" information. This sub-category
of Directory information consists of a student's name, major,
minor, degree and awards received, and university-recog-
nized e-mail address(es). The university will release this
information only for classroom use and for inclusion in
Commencement and honors materials. Students who release
only "Class" information will be excluded from all university
directories that the university may produce or publish, and
the university will not respond to requests, including those
from financial lenders, employers or insurance companies,
for verification of degree and enrollment information.
d. Withhold the release of all Directory information.
Withholding the release of all Directory information means
that the student will be excluded from all university directo-
ries and publications that the university may produce or
publish, including Commencement and honors materials,
and the university will not verify degree, dates of attendance
or enrollment information without the prior written consent
of the student
Students may designate what directory information the universi-
ty may release, if any, either in person or on-line.
VIII. What documents can be removed from
an education record before the student views
the record?
A student may not inspect and review information in their edu-
cation record related to the following:
a. Financial information submitted by the student's parents;
b. Letters or statements of recommendation for which the stu-
dent has waived the right of access, or which were placed in
the student's file before January 1, 1975;
c. A record containing information about more than one stu-
dent, in which case the student will be permitted access
only to that part of the record which pertains to the inquir-
ing student; and
d. Any record that does not meet the definition of an "educa-
tion record."
This document provides only a summary of FERPA. For further infor-
mation regarding FERPA, how to inspect or amend an education
record, or how to file a complaint, please contact the Vice President
for Student Affairs Office in Langsdorf Hall 805.
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