Registrar FERPA Information
In accordance with the federal Family Educational Rights and Privacy Act (FERPA), Clayton State University is prohibited from providing certain information from a student’s file to a third party. To allow a third party access to information on your records, you must submit a Permission to Release Education Record Information (FERPA) form. There are three types of access you may choose to provide:
- To allow information from the Bursar’s Office, the Center for Advising and Retention, the Financial Aid Office, or the Registrar’s Office to be shared with a third party, select “Current CSU Student (Limited to Bursar, Center for Advising & Retention, Financial Aid, & Registrar).” This form requires the creation of a PIN that only the individual(s) specified may use to request information from your student file. Please note that this authorization only applies to records pertaining to the four offices specified. This authorization will remain valid as long as you are continuously enrolled or until you revoke the permission.
- To allow information from any other office or department within the university to be shared with a third party, select “One Time—faculty or other offices not listed in item 1.” This form is a one-time release that is valid only for the date on which the form is submitted and allows access only to the specified recipient.
- To allow information from College AIM or Achieve Atlanta to be shared with a third party, select “College AIM or Achieve Atlanta.” This authorization will remain valid as long as you are continuously enrolled or until you revoke the permission.
For more information regarding FERPA, please review the FERPA Notification and the FERPA FAQs below.
FERPA FAQs
The Family Educational Rights & Privacy Act (FERPA), a federal law enacted in 1974, is a law that protects the privacy of student education records.
FERPA affords students the right to inspect and review their education records, request the amendment of their records (if proven inaccurate or misleading), limit disclosure of personally identifiable information contained in their education record, and file a complaint with the U.S. Department of Education concerning alleged failures of the institution to comply with the law.
FERPA authorizes the release of "Directory Information" without the student's prior consent under certain conditions which are set forth in the Act.
Faculty and staff (including advisors) who have a need to know are permitted access to a student’s records in the course of their duties as school officials.
The law requires employees to act in a legally specified manner as described below.
- Records directly related to a current or former student,
- Maintained in any format,
- By an educational agency or institution or by a party acting for the agency or institution.
Directory information is educational record information that would not generally be considered harmful or an invasion of privacy if disclosed.
Prior to December 31, 2024, Clayton State may designate any of the following as Directory Information:
- Name
- Mailing address
- Clayton State Student email address
- Telephone number
- Major
- Dates of Attendance
- Degree Awarded
- Honors and Awards
- Participation in Recognized Activities and Sports
- Weight and Height of Athletic Team Members
As of December 31, 2024, the items designated as Directory Information at Clayton State will change to the following:
- Student's name
- Major field of study
- Enrollment status (full-time, part-time)
- Participation in officially recognized activities and sports
- Dates of attendance
- Degrees, honors, and awards received
- The most recent educational institution attended
- Height and weight of athletes
- Class level
Yes, students are notified of their right to control the disclosure of Directory Information in the Annual Notification of Rights under FERPA.
Students must submit a written request to the Registrar’s Office.
If a student elects to control disclosure, no information will be released unless specifically authorized by the student in writing to the Registrar's Office.
You may, at your discretion, grant Clayton State University permission to release information about your student records to a third party by completing a FERPA release form. This is a one-time release and is valid only the date appearing on the form. Clayton State University does not utilize open ended/blanket releases for our students. You will need to complete an authorization form each time you want your academic/educational information released to a third party.
Grades
Students' scores or grades should not be displayed publicly. Even with names obscured, numeric student identifiers are considered personally identifiable information and must not be used. Grades, transcripts or degree audits distributed for purposes of advisement should not be placed in plain view in open mail boxes located in public places.
Papers
Graded papers or tests should not be left unattended on a desk in plain view in a public area nor should students sort through them in order to retrieve their own work.
Class rosters/grades sheets
These and other reports should be handled in a confidential manner and the information contained on them should not be re-disclosed to third parties.
Parents
Parents, spouses and other relatives do NOT have a right to information contained in a student's education record. (Rights provided in FERPA transfer from parents to the student when he or she reaches the age of 18 or attends a school beyond the high school level.)
BANNER and DUCK
Access to student information in BANNER and DUCK is not tantamount to authorization to view the data. Faculty and staff are deemed to be "school officials" and can access data if they have a "legitimate educational interest." A legitimate educational interest exists if the faculty or staff member needs to view the education record in order to fulfill his or her professional responsibility. Neither curiosity nor personal interest qualifies under the legitimate educational need to know specification.