Privacy of Student Records
The Family Educational Rights and Privacy Act of 1974 (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.
FERPA was designed to protect the privacy of students’ educational records, to establish the right of students to inspect and review their educational records, and to provide guidelines for the correction of inaccurate or misleading data. CWI may release directory information as allowed by law.
FERPA gives parents certain rights with respect to their children’s education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level (e.g., a college or university). Students to whom the rights have transferred are “eligible students.”
- Eligible students have the right to inspect and review their education records maintained by the school.
- Eligible students have the right to request that a school correct records that they believe to be inaccurate or misleading.
Generally, schools must have written permission from the eligible student in order to release any information from the student’s education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):
- School officials with legitimate educational interest;
- Other schools to which a student is transferring;
- Specified officials for audit or evaluation purposes;
- Appropriate parties in connection with financial aid to a student;
- Organizations conducting certain studies for or on behalf of the school;
- Accrediting organizations;
- To comply with a judicial order or lawfully issued subpoena;
- Appropriate officials in cases of health and safety emergencies;
- State and local authorities, within a juvenile justice system, pursuant to specific state law.
Schools may disclose, without consent, directory information. Eligible students may request that the school not disclose directory information about them.
Directory Information is defined as the following:
- Student’s name
- Student’s phone number
- Student’s photograph
- Most recent previous educational agency or institution attended
- Freshman/sophomore standing
- Candidacy for degrees/certificates and anticipated date of graduation
- Student’s address
- Student’s e-mail address
- Enrollment status
- Full-time/part-time status
- Dates of attendance
- Degrees conferred and dates
- Awards and honors received
A school official is a person employed by the College in an administrative, supervisory, counseling, faculty, or support staff position; a person or company with whom the College has contracted as its agent to provide a service instead of using College employees or officials (such as an attorney, auditor, external evaluator, medical service provider, law enforcement or security personnel, or collection agent); a person serving on the CWI Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.
A school official has a legitimate educational interest if the official needs to access/review an education record in order to fulfill his or her responsibilities for the College. Any school official who needs information about a student in the course of performing instructional, supervisory, advisory, or administrative duties for the College has a legitimate educational interest. The information must not be used for personal or other purposes extraneous to the official’s areas of responsibility. Having access to education records does not constitute authority to share this information with anyone who does not have legitimate educational interest.
Any student may submit a Request for Directory Hold Form to One Stop Student Services to prevent the release of directory information. Any student may also submit a written request to review his/her records to One Stop Student Services. Records covered by FERPA will be made available to the student within 45 days. In general, the College is not required to provide copies of the education records requested unless failure to do so would effectively prevent the eligible student from exercising the right to inspect and review the records. The College may charge a reasonable fee for preparing copies for the student. A college representative may be present during the review of the records and may provide information regarding the interpretation of such records to the student. Students may not inspect financial information submitted by parents or guardians, confidential letters associated with admission, and records to which they have waived their inspection rights. The College will not release records that are not owned by the College.
Any eligible student has the right to file a complaint under FERPA with the U.S. Department of Education Family Policy Compliance Office concerning alleged failures by the institution to comply with the Act. Complaints must be sent in writing, with all pertinent information, to the following address:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5920
For questions concerning FERPA, please contact One Stop Student Services at 208.562.3000 or www.cwidaho.cc/contact.
Name, Address, or Phone Number Change
It is the student’s responsibility to ensure that the information in our system is current and accurate. When a student’s name, mailing address, phone number, or other pertinent information changes, he or she must notify One Stop Student Services and fill out the appropriate form to reflect the change in our system. Necessary forms are available at One Stop Student Services, at off-campus centers, and online at myCWI. The student is responsible for any delays in communications sent from CWI when an incorrect address is on file.
Declaring/Changing a Major
Degree-seeking students declare a program of study (major) during the admissions process. Purposefully selecting and declaring a major helps a student clarify his or her educational goals. Academic advisors are available at One Stop Student Services to help students make this important decision.
Degree-seeking students should meet with an advisor before deciding to change a major, as changing a previously declared major may affect eligibility for financial aid and veterans benefits. It may also increase the time it takes to complete a degree or certificate. Major changes should be limited, and a student cannot change his or her major once the census date of the semester has passed. Major changes accepted after the census date will be effective for the next semester.
Non-degree-seeking, Dual Credit, and Technical Competency Credit students must first complete all admissions requirements before declaring a major. These students – whether new or continuing – must request a change to degree-seeking status and declare a major before the admissions deadline of the semester for which they wish to enroll. Non-degree-seeking, Dual Credit, and Technical Competency Credit students are not eligible for federal financial aid.
Transcripts are part of a student’s permanent academic record. They show all the courses in which the student was officially enrolled, the final grade for each course, any in-progress courses, the courses from which the student was withdrawn, credits attempted and credits completed, courses repeated, semester and cumulative grade point averages, and degrees or certificates earned.
CWI has authorized the National Student Clearinghouse to provide online transcript ordering for official transcripts. Official transcripts will be released only after the student has fulfilled all financial obligations to CWI.
The student’s signature is required to release a transcript.
Current students may access unofficial transcripts online through myCWI, free of charge.
Note: CWI makes every effort to ensure that transcripts are accurate. If a student believes there is an error or omission on the transcript, he or she should contact firstname.lastname@example.org with copies of relevant documentation.
The National Student Clearinghouse is CWI’s authorized agent for providing enrollment and degree verifications.
Insurance companies, housing providers, lending agencies, employer/employment agencies, etc., may contact the National Student Clearinghouse directly.
Current students may access the National Student Clearinghouse online through myCWI by selecting the Enrollment Verification link for enrollment verification and other options. This allows students to print, free of charge, official enrollment verification certificates for themselves and service providers.
CWI provides the current semester’s enrollment information to the clearinghouse approximately two weeks prior to the semester start date. This information is subject to change due to the student’s right to adjust his/her schedule according to the College’s add/drop and withdrawal policies.