Cerritos College
Education Records Privacy Protection Protocol
Access Authorization Quiz
1. Please read the excerpted Faculty Senate President’s memo on FERPA Best
Practices, the document titled Cerritos College Key FERPA Definitions; and
Cerritos College Administrative Procedure 5040 Student Records and
Directory Information. Links to these and related documents are on the
Education Records Privacy Protection Protocol web pages.
2. Please complete the quiz. You may respond to the 11 items on-screen and print
your completed quiz or you may print it and respond in ink on the paper copy.
(Sorry, but responses cannot be saved and the quiz cannot be submitted
electronically.) Typically, the quiz takes less than 5 minutes.
3. Take or send your completed quiz to the Dean of Admissions, Records and
Services in the Administration Building. Online records access will be enabled by
the Dean for authorized college employees who successfully complete and
submit the quiz.
1. Student test papers and reports that have been graded must not be passed to
them through anyone else, so as to protect the privacy of the student’s grade.
2. Education Records include, but are not limited to, address of the student,
emergency contact information, identification number, grades, test scores,
letters about a student, individualized education plans, and disciplinary
3. Specified types of information have been defined by Cerritos College as
“Directory Information” for FERPA purposes. While this information may be
released without prior written consent of the student, individuals asking for
such information should be referred to the Dean of Admissions, Records and
Services to submit a request.
4. Information in transcripts, grade books, graded homework, rosters and roll
sheets, certain video and audio recordings of students, graded tests, and
other materials with protected Education Record information must not be
shared with others unless permitted by Cerritos College policy.
5. An email message, according to current law, cannot provide a valid signature
for purposes of release of Education Records that are protected by FERPA.
6. Education Records will be released to comply with a duly issued court order or
subpoena. At Cerritos College, the Dean of Admissions, Records and Services
handles court orders and subpoenas for student Education Records.
7. Posting student grades of any type is prohibited, unless a confidential code is
assigned to each student, the confidentiality of the code is maintained, and
students are not listed in alphabetical order and did not all receive the same
grade. Posting of grades is still strongly discouraged because of the burden
of assuring and confirming that student codes have been kept confidential.
8. Even though a student invites discussion of protected information within
hearing of others, a signed release from the student is still required before
making such information audible or otherwise knowable to others.
9. Faculty teaching classes must not provide anyone with the names of students
enrolled in classes, except those authorized by Cerritos College policy who
have a legitimate educational purpose and are college officials acting in the
scope of their assigned duties.
10. Parents, spouses, significant others, and other family members are not
authorized to have access to Education Records, unless authorized by law.
Authorization to make exceptions to this regulation is limited to being done by
the Dean of Admissions, Records and Services.
11. It is important to be very careful about information left on voicemail and the
like. Such information must not include any information protected by FERPA.
Also, Education Records and other protected information that has been
printed must be shredded and computer programs must be closed, materials
deleted, and systems logged off when use is finished.
(please print)
(department for which you work in a capacity in which student records access is needed)
Extension Date
(please print)
Extension Date
Manager’s Signature
Please submit completed original to Stephanie Murguia, Dean of Admissions,
Records and Services, for processing.