Western Oklahoma State College complies with the Family Educational Rights & Privacy Act of 1974 (as amended) regarding the storage, access, release, and use of student educational records. Often referred to simply as FERPA, this federal law provides students and, in some instances, parents the right to:

• access and review official educational records
• authorize release of his/her educational records by a parent/guardian or other 3^rd party, by written request.
• challenge the content of their records and/or add a letter of dispute to the educational record in question.
• request that their Directory Information be withheld from release

To learn more, the following resources are available:

Western’s FERPA Policy 

U.S. Department of Education FERPA Information website

 

FREQUENTLY ASKED QUESTIONS

 

What are my rights under FERPA?

When do FERPA rights begin?

What are educational records?

Can my parents/spouse access my educational records?

What educational records can be released without my consent?

What is directory information?

What is the health and safety exception under FERPA?

How can I authorize Western to release my educational records to a 3^rd party?

How can I restrict the release of my directory information?

Where can I ask questions about FERPA?

 

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What are my rights under FERPA?

Under FERPA, students have the right to inspect and review their educational records at Western, with some exceptions. Education records can be academic records, student conduct records, billing records, and any type of student records held in college offices. Students can request, in writing, to review their records to the responsible office that maintains those records. The college has 45 days to respond to requests, though we are often much quicker than that in making them available. The college may refuse to permit the student to inspect or review records that contain the information of more than one student or are excluded under the FERPA definitions of education records.

Students also have the right to challenge or dispute educational records that they believe are incorrect by submitting a written request to the office responsible for the record. See Western’s FERPA policy for more information on how to make this request.

Student also have the right to request their records be withheld from disclosure. See Western’s FERPA policy for more information.

Students also have the right to file a complaint if the student feels the institution has failed to comply with FERPA. Please see the complaint section below for how to file a complaint.

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When do FERPA rights begin?

FERPA rights begin at the time a student enrolls in courses at Western, regardless of age. Applicants who do not enroll in courses are not covered under FERPA. FERPA rights stay with the student until they are no longer living.

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What are educational records and who can access them?

Educational records are records that contain information about a student and are maintained by the college or a party acting on behalf of the institution. Examples of educational records are transcripts, financial aid records, grade records, billing records, etc.

Education records may be accessed by school official who have a legitimate educational interest in order to fulfill his or her professional responsibilities. School officials cannot disclose personally identifiable information from a student’s record without permission from the student, unless under one of the exceptions under FERPA.

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Can my parents/spouse access my educational records?

FERPA rights belong to college students, regardless of their age. When a student enters college, even if they are a minor, the FERPA rights transfer to the student; whereas in the K-12 system, FERPA rights belong to the parents/guardian of the student. Therefore, the college must have permission from the student to provide access to their educational records for parents or spouses. Students may grant access to their parent, spouse, or other 3^rd party by completing the Authorization to Release Educational Records form in the Registrar’s office.

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What educational records can be released without my consent?

Directory information may be released without the student’s consent. In general, directory information is general information about the student such as name, classification (freshman, sophomore, etc.), major, campus email, and other general knowledge items that are not considered to be particularly invasive to privacy. Directory information is often used for things like graduation programs, honor roll lists, etc. See below for additional details on directory information.

Prior consent is also not required for school officials with a legitimate educational interest to access records as part of their professional responsibilities; to another institution to which the student seeks or intends to transfer to or is already enrolled; to federal, state, or local authorities performing an audit or evaluation of educational programs; to financial aid; and others as defined in the full FERPA policy.

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What is directory information?

Under FERPA, the institution may release information about the student that is considered, in general, not to be private information.

The college may disclose any or all Directory Information for any purpose, at its discretion, except when a student has requested, in writing, the withholding of directory information. The college designates the following as Directory Information:

• Student’s name
• Student’s local and permanent address
• Institutional email address
• photograph
• Telephone number(s)
• Classification (freshman, sophomore, etc.)
• Dates of attendance
• Enrollment status (full-time, part-time)
• Major/field of study/degree program
• Institutions previously attended
• Degrees and awards granted and institutions granting such degrees
• Date of birth
• Participation in officially recognized organizations, activities, and sports
• Weight and height of participants in officially recognized sports

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What is the health and safety exception under FERPA?

FERPA permits non-consensual disclosure of education records, or personally identifiable, non-directory information from education records, in connection with a health or safety emergency under § 99.31 (a)(10) and § 99.36 of the FERPA regulations. Educational agencies and institutions may disclose information from an education record “to appropriate parties in connection with an emergency if knowledge of the information is necessary to protect the health or safety of the student or other individuals” and that exception will be “strictly construed.”

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How can I authorize Western to release my educational records to a 3^rd party?

Students may request that a college official release non-directory information to a 3^rd party by providing written authorization or by completing the Authorization for Release of Educational Records form and submitting it to the Registrar’s office or appropriate office where the record is held.

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How can I restrict the release of my directory information?

Students should carefully consider before they decide to withhold directory information. Fully restricting directory information means that the college is unable to release any information about you, including your name, that you attend Western, or even confirm to a potential employer that you graduated/will graduate. Your name will not be printed in the graduation program or in any honor roll or honors lists. Students who wish to restrict the release may want to consider a limited disclosure, which allows for directory information to be disclosed for Western honors and events, but restricted from outside disclosure.

Below are the 2 restriction categories for directory information students may choose from:

• Limited disclosure – directory information released is limited to the student’s participation in Western honors and events, such as the graduation program, honor roll announcements, or similar. Information released will generally be limited to name, photograph, major/field of study/degree program, degrees and awards, or participation in officially recognized organizations, activities, and events.
• Complete nondisclosure – no directory information is released for any purpose. Students will not appear in the graduation program, honor roll announcements, organization membership, team rosters, etc. Western cannot confirm attendance or graduation at Western for reference checks, employee verifications, etc.

Students who wish to restrict the release of their directory information may do so by completing the Request to Withhold Directory Information form and submitting it to the Registrar’s office.

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Where can I ask questions about FERPA?

The Registrar’s office is happy to answer any questions you may have about FERPA. You can contact them at: records@wosc.edu or by visiting the Admissions & Records office or by calling 580-477-7717.

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FORMS & PROCEDURES

 

Request to Withhold Directory Information

Individuals or groups requesting a change to their disclosure may submit the appropriate form to the Office of Admissions & Records:

Forms may be found at: Admissions/Registrar Forms page

Submit via email, mail, or in-person to:

Email: records@wosc.edu                 

Mail: Western Oklahoma State College
Attn: Office of Admissions & Records
2801 N Main St.
Altus, OK 73521

 

Authorization for Release of Educational Records

Eligible students may file a written request to the Registrar to view educational records. Eligible students may also authorize release of academic or student conduct records to a 3^rd party by written request.

Forms may be found at: Admissions/Registrar Forms page

Submit via email, mail, or in-person to:

Email: records@wosc.edu                 

Mail: Western Oklahoma State College
Attn: Office of Admissions & Records
2801 N Main St.
Altus, OK 73521

 

Procedures to File a Complaint of a Violation of FERPA

Individuals or groups who believe their FERPA rights have been violated by the College, may file a written complaint with the Vice President for Student Affairs and/or with the U.S. Department of Education.

Complaint Form

 

Contact information:

Western Oklahoma State College

Please address your complaint to the Vice President for Student Affairs, in writing, to one of the following:

Email: studentaffairs@wosc.edu

Mail: Western Oklahoma State College
Attn: Office of Admissions & Records
2801 N Main St.
Altus, OK 73521

 

U.S. Department of Education

Telephone: 202-260-3887

Mail: Family Policy Compliance Office
U.S. Department of Education
400 Maryland Ave SW
Washington, DC 20202-4605

 

Requests for Directory Information

Requests by 3^rd party groups or individuals requesting a list of student Directory Information may be made to the Office of Institutional Effectiveness.

Email: ie@wosc.edu