FERPA Faculty and Staff Information

Who Can Release Student Information?

If you have access to student data, you are responsible for its proper handling. No matter what the form or content, you are accountable for handling student records in accordance with the law and College policy.  You can contact the Registrar or Enrollment Services to determine whether restrictions exist for a student.

FERPA requires that anyone accessing private student records have a "legitimate educational interest" for the information. Examples include:

  • Performing a task that is specified in his/her position description or contract
  • Performing a task related to a student’s education or to student discipline
  • Maintaining safety and security on campus
     

Obligation to Release Record Information

An institution is not obligated to release directory information to anyone. FERPA only says that an institution MAY release information, but there is no obligation to do so. When in doubt, do not release information; contact the Office of the Registrar for clarification at This email address is being protected from spambots. You need JavaScript enabled to view it..
 

Deceased Students

The privacy rights of a student expire with that student's death.
 

Student Workers

Students who perform institutional functions may be deemed "school officials" with a "legitimate educational interest" in accessing designated educational records of other students. The same requirements and responsibilities for a full time school official exist for student workers. Student workers must be trained on FERPA just as if they were faculty or staff.
 

Subpoenas

All subpoenas are first reviewed by the Registrar’s office to determine the appropriate course of action. If you receive a subpoena, please contact the Registrar at This email address is being protected from spambots. You need JavaScript enabled to view it. or by phone at (928)-226-4228.
 

Crisis Situations/Emergencies

If non-directory information is needed to resolve a crisis or emergency, the College may release that information if the institution determines that the information is "necessary to protect the health or safety of the student or other individuals." Factors considered in making this assessment include, but are not limited to the severity of the threat to the health or safety of those involved; the need for the information; the time required to deal with the emergency; and the ability of the parties to whom the information is to be given to deal with the emergency.
 

Posting Grades

It is a violation of FERPA to publically post grades by either the student's name, student identification number or social security number. Instructors can assign students unique numbers or codes that can be used to post grades. However, the order of the posting must not be alphabetic.
 

Returning Assignments

Leaving personally identifiable, graded papers unattended for students to view is no different from posting grades in the hallway. If these papers contain "personally identifiable" information, then leaving them unattended for anyone to see is a violation of FERPA.  Therefore, consider leaving the graded papers (exams, quizzes, and homework) with an assistant who would ask students for proper identification prior to distributing them.
 

Student Correspondence

All Coconino Community College students, staff, and instructors are assigned a College managed email account to be utilized for purposes of official correspondence. Instructors may notify students of their individual grades via email, provided the email is sent from a College email account, to a College email account. Notification of grades may also be made via the use of a course management website (Canvas). In both cases, students must access their grades after providing their Comet ID and password.
 

Access to Other Student Records

Instructors are considered "school officials" and have access to class rosters and basic information for students enrolled in their classes. Instructors may not access other student academic records without demonstrating a "legitimate educational interest" in such information.
 

Parents Requesting Information

Student educational record information is protected under FERPA and parents may not have access to it unless the student has provided written authorization that specifically identifies what information may be released to the parent(s). The presence of a parent affidavit permits you to disclose student record information, but you are under no obligation to do so or to speak to parents. To verify the receipt of parent affidavit or written authorization to release information, please contact Enrollment Services on 928-226-4299.
 

Letters of Recommendation

Written permission of the student is required for a letter of recommendation if any information included in the recommendation is part of the "education record" (grades, GPA and other non-directory information).
 

Who to Contact with questions/concerns

General questions, comments, or suggestions may be directed to the Office of the Registrar at This email address is being protected from spambots. You need JavaScript enabled to view it..