Confidentiality of Student Records (FERPA)
Student education records at Ensign College are generally accessible to eligible students according to the provisions of the Family Educational Rights and Privacy Act (FERPA). The following is notice of student rights to their education records, a summary of the procedures for exercising those rights, and a description of student directory information that may be disclosed to the public without the student’s consent as required by law.
Eligible students, admitted and enrolled at Ensign College, generally have the right to:
- Inspect and review their education records within a reasonable period of time upon submitting a written request to the Registration Office specifying the records to be inspected along with proof of identification. The Registration Office will notify the student of the time and place the records may be inspected.
- Petition Ensign College to amend or correct any part of the education record believed to be inaccurate, misleading, or in violation of their privacy rights. Students may submit a written request to the Registration Office clearly identifying the part of the record they want changed and specify why it is inaccurate or misleading. If the Registration Office decides not to amend the record as requested, the student will be notified of the decision and advised of their right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures as outlined in College policy will be provided to the student when notified of the right to a hearing.
- Consent to disclosure of personally identifiable information contained in the student’s education record, except as otherwise authorized by law. Examples of exceptions to consent of disclosure include:
- Access of education records by Ensign College officials and agents having a legitimate educational interest in the records. This category includes any Ensign College official or agent who accesses student educational records for the purpose of performing a task or responsibility relating to his or her employment or professional responsibility at the College. These individuals may include faculty, administration, staff, campus security services, and other College agents, including third-party vendors or contracted agents acting in behalf of the College, who manage student education record information including, but not limited to, student education, discipline, or financial aid.
- Parents who establish the student’s dependency for federal income tax purposes.
- Upon request, Ensign College will disclose educational records without consent to officials of another college or university to which the student is enrolled, or seeks or intends to enroll.
- File a complaint with the Department of Education concerning failures by Ensign College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is the Student Privacy Policy Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington, DC 20202- 5920, www2.ed.gov/policy/gen/guid/fpco/index.html
Directory Information
Ensign College has designated the following student information as directory information that it may disclose without the consent of the student:
- Name, addresses, telephone numbers, and e-mail addresses
- Student ID number
- Month and day of birth
- Major fields of study
- Pictures
- Dates of attendance (current and past) and number of months/semesters enrolled
- Class standing (freshman, sophomore)
- Enrollment status (full-time, part-time, less than half-time)
- Degrees and awards received
- Previous educational institution attended
- Anticipated future enrollments
- Course registrations prior to the beginning of a semester
- Dates of employment and job title for student employment positions
- Deferred registration eligibility
- Expected date of graduation
Directory Information will not be provided to third parties in the form of mailing lists or labels.
Students have the right to restrict, or block, all disclosure of the above directory information. To request restriction of disclosure of all directory information, students must file a written request with the Registrar’s Office. This restriction will remain until the student specifically rescinds it in writing.
Students may also unlist some or all directory information online by logging into MyEnsign and clicking the Student Center. Under “Personal Information” click on “Demographic Data.” Choose the “Security” tab and then click on “FERPA restrictions.”
Departments requesting mailing list information or other directory information may do so by contacting the Registration Office. Departments should provide a written request with the signature of their Vice President, Program Chair, or director explaining the need for the information and how it will be used. The Registration Office will review the request to ensure FERPA compliance.
Parents or guardians of students claimed as dependents on the most recently submitted Federal Income Tax form may have grade reports forwarded to them pursuant to the Family Educational Rights and Privacy Act of 1974. Parents of dependent children under the above-described definition must submit their most recent tax forms showing the student as a dependent to the Registration Office.
No grade report will be sent to a parent or guardian without proper authorization. The Registration Office will record tax forms and send grade reports as requested. Parents of students who have declared themselves as independent are not eligible to receive grade reports.