site    
hope college > campus offices > registrar's office   

 
Academic Support <
Degree Evaluation <
Forms <
KnowHope Plus <
Class Schedule <

Advising <
AP Credit <
Catalog <
CLEP <
Curriculum <
Enrollment & Statistics <
FERPA <
Grades <
Graduation <
Internships <
Registration <
Risk & Responsibility <
Schedules & Calendars <
Transcripts <
Transfer Credits <
Office Staff & Hours <

 

 

FERPA for students

  • What rights does FERPA give students?
  • When do these rights begin?
  • What are “education records”?
  • Where is information about students kept?
  • Do students’ families have access to students' education records?
  • What is “directory information”?
  • Can students withhold the release of directory information?
  • What information is considered confidential?
  • Under what circumstances can confidential information be released to others?
  • Whom should students contact if they have questions or need more information?

WHAT RIGHTS DOES FERPA GIVE STUDENTS?

  1. The right to inspect and review their education records.
  2. The right to request to amend their education records.
  3. The right to limit disclosure of personally identifiable information (information that would directly identify the student or make the student's identity easily traceable) known as directory information.
  4. The right to file a complaint with the Department of Education concerning an alleged failure by the institution to comply with FERPA.

WHEN DO THESE FERPA RIGHTS BEGIN?

Students' FERPA rights begin at Hope College when admittance is accepted by payment of enrollment deposit.

WHAT ARE "EDUCATION RECORDS"?

Education records include any information directly related to the student whether stored on paper or in an electronic file, on a computer or other media (microfilm, CD, etc.).

WHERE IS INFORMATION ABOUT STUDENTS KEPT?

Type of record

Location of record

Custodian of record

Academic records

Office of the Registrar

DeWitt Center, first floor

Registrar

Advising records

Faculty office

Registrar’s Office

Faculty advisor

Registrar

Alumni records1

Office of Alumni Relations

College Advancement

Application  records2

Admissions Office

Director of Admissions

Career services records3

Career Development Center

Anderson-Werkman Building,
100 East 8th Street, first floor

Director of Career Development

Financial records4

Business Services

Anderson-Werkman Building,
100 East 8th Street, second floor

Director of Finance and Business Services

Financial aid records4

Financial Aid Office

Anderson-Werkman Building,
100 East 8th Street, first floor

Director of Financial Aid

Medical records5

Health Center, Dow Center

Assistant Dean, Health and Counseling

 

Psychological records6

Counseling and Psychological Services, DeWitt Center, 1st floor

Assistant Dean, Health and Counseling

Student development records—housing, judicial, residence life, employment files

Office of Student Development

DeWitt Center, first floor

Dean of Students

 

 


1When students become alumni, their directory information becomes part of their alumni record. The College stores and uses other information necessary for the advancement staff to fulfill their responsibilities. This includes marital status, religion, race, ethnicity, financial aid filing status, and gender. Information collected after students become alumni is not part of the education record and is not subject to FERPA guidelines.
2When students enroll at Hope, their applicant files become their academic records, housed in the Registrar’s Office.
3Alumni have access to all materials, except to references for which they have waived the right of access.
4Dependent students and their custodial parents or legal guardians have access to students' financial records and financial aid files unless students have requested in writing that their access be restricted. Parents and guardians of self-supporting students do not have access to these files.
5Information about access to medical records is posted
http://www.hope.edu/admin/healthcenter/confidentiality_statement.pdf
6Information about access to psychological records is posted http://www.hope.edu/admin/counseling/confidentiality.htm

 

 

DO STUDENTS' FAMILIES HAVE ACCESS TO STUDENTS' EDUCATION RECORDS?

Only with the written consent of the student; release forms are available in the Registrar’s Office, first floor of the DeWitt Center.

Parents and guardians of dependent students have access to their financial and financial aid records unless the student has requested in writing that access to these records be restricted (see the previous section).

WHAT IS "DIRECTORY INFORMATION"?

Public or directory information is information contained in students’ educational records which would not be considered harmful or an invasion of privacy if the information were disclosed.  Public or directory information includes:

  • Name
  • Addresses: local, permanent, e-mail
  • Name of parent or guardian
  • Previous school(s) attended
  • Dates of attendance
  • Awards and honors received
  • Degree(s) awarded and dates of degree(s)
  • Majors and minors
  • (for athletes) Statistics (weight, height, etc.) included on team activity sheets
  • Photograph (official Hope College ID photo)
  • Class standing (freshman, sophomore, junior, senior)
  • Enrollment status (full-time or part-time)

Unless students request in writing (forms are available in the Registrar’s Office) that this public (directory) information be withheld, directory information is available to others.  Hope College exercises restraint in the release of this information and keeps students’ welfare in the forefront as it determines whether to release directory information.

CAN STUDENTS WITHHOLD THE RELEASE OF DIRECTORY INFORMATION?

Yes.  To withhold the release of directory information students must submit a request in writing; forms are available in the Registrar’s Office.

Hope College is required by law (the Solomon Amendment) to provide the name, address and other demographic information of all students to any legitimate military recruiter who makes such a request in writing to the Registrar's Office. According to the Solomon Amendment, this release must be honored even if a student has submitted a request to withhold directory information.

WHAT INFORMATION IS CONSIDERED CONFIDENTIAL?

Except for directory information, other information collected and stored about students is considered confidential.  The confidentiality of this information is guaranteed to students. 

UNDER WHAT CIRCUMSTANCES CAN CONFIDENTIAL INFORMATION BE RELEASED TO OTHERS?

  • Confidential information can be disclosed to Hope College faculty and staff who have a legitimate educational interest.
  • Confidential information can be disclosed pursuant to a court order or subpoena.
  • Confidential information is disclosed to the National Student Clearinghouse (for financial aid purposes only).
  • Confidential information can be disclosed to protect the safety of the student or the safety of others.

In other circumstances, confidential information can be released to others only with the written consent of the student.

WHOM SHOULD STUDENTS CONTACT IF THEY HAVE QUESTIONS OR NEED MORE INFORMATION?

Students should contact the Registrar’s Office, 141 East 12th Street, Holland, MI 49423, registrar@hope.edu, or 616.395.7760.