Student Education Record Privacy Policy

Chesapeake College is committed to protecting the privacy of each student’s education record. The College will release any or all of a student’s education record to third parties only under the following circumstances: 

  • If the College is required to do so by law;
  • If the student provides the College with written permission as outlined in the Federal Education Records Privacy Act (FERPA);
  • In the event of a health or safety emergency as outlined in FERPA and interpreted by the College administration.

Parental disclosure will take place in accordance with the policy outlined above. Students will be informed of their right to provide their parents (or any other third party of their choosing) access to their education record during the College’s academic advising process. The College will provide information to parents, in both electronic and hard-copy forms, regarding the process for gaining access to a student’s education records. 

Disclosure of information contained in a student’s education record will take place through the Office of Registration, which will certify that the student has provided written permission for the College to release information from the education record to the third party requesting that information. The responsibility for disclosure of information from a student record and oversight of this process rests with the Registrar or his/her designee. 

Nothing in this policy changes in any way the College’s process or procedures with regard to academic grievances. The academic grievance is a student-initiated process and the involvement of any third party is limited to observation and advisement. (In other words, parents, lawyers, or any other third party a student wishes to involve in an academic grievance may attend meetings related to the grievance and advise a student during this process, but will not have an independent voice during this process.) 

Links on this page summarize student rights under FERPA and provide student options with respect to release of their personally identifiable information. 

Students may exercise their right to release their education record to third parties, including their parents, by completing a Student Information Release Form and returning it to the Registration Office. 

Student Information Release Option

A student may grant College officials permission to release and/or discuss that student’s education record with any person or agency they choose by completing a Student Information Release Form (PDF). The student must provide the full name of the individual(s) and/or the name and address of the agency (or agencies) with whom the student is granting the College permission to release and/or discuss his/her education record.

If a student wishes to authorize the College to release and/or discuss your education record with his/her parents, this would be the form the student would use to grant that permission. 

A student may revoke this release at any time by completing a new Student Information Release Form and writing “NONE” in the authorized individuals section. 

Review of Student Records

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:

  1. The right to inspect and review the student’s education records within 45 days of the day the College receives a request for access; (Request to inspect/review education record form – PDF)
  2. The right to request the amendment of the student’s education record that the student believes is inaccurate. (Request to amend education record form – PDF)
  3. The right to a hearing regarding the request for amendment if the student’s request was denied. (Request for hearing to amend education record form – PDF)
  4. Chesapeake College may disclose appropriately designated “directory information” without a student’s written consent, unless the student has advised the College (via the Non-Disclosure of Directory Information Form) to the contrary. Directory information is generally not considered harmful or an invasion of privacy if released. A list of what information Chesapeake College has designated “directory information,” in accordance with federal law, is available on page 2 of the Non-Disclosure of Directory Information Form.

Students also have the right to allow third-party access to their education records. This may be a parent, other relative, employer, etc. (Student Information Release Form PDF). Chesapeake College policy is that the College will not release any information from a student’s education record without completion of the Student Information Release Form unless the College is required to do so by law or in the event of a health or safety emergency. A more detailed list of student rights under FERPA is available.