Confidentiality of Student Records

32. The privacy and confidentiality of student records shall be preserved.  The Family Educational Rights and Privacy Act of 1974 (FERPA) provides current and former students with the right to inspect and review educational records, the right to seek to amend those records, the right to limit disclosure of information from the records and the right to file a complaint with the U.S. Department of Education.  In addition, they have a right to an explanation and interpretation of those records, including the right to a hearing to challenge the contents of such records.  Requests for an explanation concerning a record should be addressed in writing to the College official in charge of such record as indicted below.

College officials will not disclose personally identifiable information about a student nor permit inspection of their records without the student’s written permission unless such action is permitted by FERPA. For additional FERPA information visit the Registrar's website oswego.edu/ferpa.

33. Under the provisions of FERPA, a college may disclose information about a student designated by the College as “directory information.”   Any student who wishes to make directory information confidential by the College must submit a written request to the Registrar’s Office. The student’s directory information will remain confidential until the student requests otherwise.  SUNY Oswego has designated the following as Directory Information:

  • Student name
  • Age
  • Address (including e-mail)
  • Telephone number
  • Photographs
  • Previous educational institution(s) attended
  • Dates of attendance at SUNY Oswego
  • Degrees, honors, and awards received
  • Major field of study
  • Class Year
  • Expected date of graduation
  • Enrollment status (Full/Part-time)

34. Official student academic records, supporting documents, and other student files shall be maintained only by members of the College staff employed for that purpose.  All such records are the property of the College.  Separate files shall be maintained of the following educational records:

       A. Academic records, supporting documents, and general education records – maintained by the Registrar, academic departments and advisors, and the Deans’ offices;

       B. Records of disciplinary proceedings - maintained by the Dean of Students or designee;

       C. Financial records - maintained by the Business Office;

       D. Medical records - maintained by the Health Center;

       E. Financial aid records - maintained by the Office of Student Financial Aid;

       F. Placement records - maintained by Career Services (in the Compass);

       G. Counseling records - maintained by the Counseling Services Center;

       H. Incident reports - maintained by the Department of University Police:

       I. Health Records.

35.  The following records are not available for student inspection:

       A. Records of instructional, supervisory and administrative personnel that are in the sole possession of the maker thereof.

       B. Records created or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional that are used only in connection with the provisions of treatment of a student, and are not available to persons other than those individuals providing such treatment.

       C. Records and documents of a law enforcement unit, including those of the Department of University Police.

       D. Financial records of students’ parents.

       E. Confidential letters and statements of recommendation placed in a student’s file prior to January 1, 1975, or those received after January 1, 1975, for which the student has signed a waiver of right to access, provided these letters are used only for the purposes for which they were intended.

       F. Records connected with an application for admission to SUNY Oswego or another unit of the State University of New York if that application was denied.

       G. Those records which are excluded from the FERPA definition of education records (20 USC 1232g (a) (4); 34 CFR 99.3).

36. No entry may be made on a student’s academic record maintained by the College Registrar and no document may be placed in the student’s file without notice to the student.  Publication of grades, including posting of grades on the web by the College Registrar, and announcements of honors constitute notice.

37.  Refusal to provide copies of records

SUNY Oswego reserves the right to deny transcripts or copies of records not required to be made available under FERPA in any of the following situations:

  1. The student has an unpaid financial obligation to the College;
  2. The student has unresolved disciplinary action.

38. Information in a student’s education records will not be released to third parties without the student’s written consent, except as indicated below:

  A. Officials of this College, including instructional staff, who have legitimate educational interests;

  B. Officials of other schools in which the student seeks to enroll; 

  C. Accrediting organizations; 

  D. Parents of a student who qualifies as a dependent under Section 152 of the Internal Revenue Code of 1986;

  E. Federal and State educational authorities and organizations conducting studies for such authorities in the areas of testing, student aid, and instruction;

  F. Those individuals who seek information pursuant to a judicial order or subpoena;

  G. Where the student and SUNY is engaged in litigation;

  H. The victim of a student determined by the College to be the perpetrator of a crime of violence or non-forcible sex offense (the final results reached on or after October 7, 1998, in a disciplinary proceeding involving that charge;

  I.  Appropriate persons in connection with an emergency involving the health or safety of individuals; 

  J. Parents or legal guardians of students under the age of 21 with respect to any violation of any federal, state, or local law, or of any rule or policy of the College governing the use, distribution, or possession of alcohol and/or other drugs (i.e., controlled substances).

39. Upon graduation or withdrawal from the College, the education records and information concerning former students shall continue to be subject to the provisions of this Code.