« Rights & Responsibilities

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal privacy law that grants students specific rights regarding their education records.

Definition of Education Records

"Education records" include any record maintained by the College that directly relates to a student. The following are NOT considered education records under FERPA:

Personal notes kept by faculty or staff, not shared with others
Law enforcement unit records
Employment records (unless tied to student status)
Medical treatment records
Post-attendance records not related to enrollment

Student Rights Under FERPA

Students at St. John's College have the following rights:

Right to Inspect and Review Records: Submit a written request to the Registrar.
Access will be provided within 45 days. A College official may be present during the review.
Right to Request Amendment: If you believe records are inaccurate or misleading, submit a written request to the appropriate official. If denied, you have the right to a hearing. Grade disputes must follow the Academic Appeals Policy.
Right to Provide Consent Before Disclosure: The College generally requires your written permission to release personally identifiable information, except in permitted cases:
- School officials with legitimate educational interest
- Institutions where the student intends to enroll
- Financial aid providers
- Accrediting agencies
- Parents of dependent students (as defined by IRS)
- Judicial subpoenas or legal orders
- Health/safety emergencies
- Directory information (see below)
Right to File a Complaint: With the U.S. Department of Education:
- Family Policy Compliance Office
  U.S. Department of Education
  400 Maryland Avenue SW
  Washington, DC 20202-5901
  https://studentprivacy.ed.gov/file-a-complaint

You may also submit a FERPA-related complaint directly to the College using our Online Complaint Form. Select the “FERPA” category and describe the FERPA concern in detail.

See FERPA Policy

Disclosure of Records Without Student Consent

The College may disclose records without prior consent under certain conditions, including:

University officials with legitimate educational interests.
Accrediting agencies.
Authorized representatives of federal, state, or local educational authorities.
In connection with a student’s application for or receipt of financial aid.
Officials at another institution where the student seeks or intends to enroll. Appropriate parties in connection with a disciplinary proceeding.
To comply with a judicial order or lawfully issued subpoena. vi. In the case of a health or safety emergency.

Directory Information

St. John's College may disclose the following directory information without your consent:

Student's full name
University email address iii. Major field of study
Dates of attendance
Enrollment status (e.g., full-time or part-time)
Degrees, honors, and awards received
Participation in officially recognized activities

Students may opt out of directory information disclosures by submitting a written request to the Registrar’s Office

Clinical & Simulation Settings

Clinical evaluations, competency assessments, and simulation recordings are protected as education records under FERPA.
The College may share limited academic and immunization information with affiliated clinical sites, only as necessary for placement and supervision, under legitimate educational interest.

Training & Compliance

All College of Nursing personnel with access to student education records are required to complete annual FERPA training. Supervisors are responsible for ensuring compliance within their departments.

Records Release

Students may authorize the release of protected education records to specific individuals (e.g., parents or employers) by completing a FERPA Release Form, available at the Registrar’s Office or upon request.