FERPA

Access

Under both Harvard policy and the Family Educational Rights and Privacy Act of 1974 as Amended (FERPA), students and former students may inspect and review certain of their education records that are maintained by Harvard College and the Graduate School of Arts and Sciences. They also have the right to exercise limited control over other people's access to their education records; to seek to correct their education records, in a hearing if necessary; to report violations of FERPA to the Department of Education; and to be fully informed of their rights under FERPA. Undergraduate students wishing access to records concerning them should contact the Access Officer in the FAS Registrar's Office. Graduate students should make the request in writing to the Dean's Office in Byerly Hall, indicating which records are to be examined.

Education records for undergraduates include routine information such as permanent and College addresses, admissions records, enrollment records, course reports, completion of requirements and progress towards the degree, field of concentration, advising reports and evaluations, records of disciplinary actions, letters of recommendation, and any other official correspondence with or concerning the student.

Education records for graduate students generally include course grades, information concerning fulfillment of degree requirements, evaluations provided by instructors and others, copies of correspondence, various statements, forms, and study cards filed by the student, financial aid and admissions documents, letters of recommendation, and the application for admission filled out by the student. Prior to January 1, 1975, all letters of recommendation for admissions were confidential, and they may not be examined. Similarly, letters subsequent to that date for which a student has specifically waived his or her right of access may not be examined.

Students should direct any questions they have about the accuracy of records to the person in charge of the office where the records are kept. If questions still remain, the matter may be referred to the Office of the Dean of the College or the Graduate School of Arts and Sciences, as appropriate. When necessary, the Committee on the Privacy, Security, and Accessibility of Records is available to hear challenges concerning the accuracy of records in those cases where informal discussions have not resolved questions and challenges. In addition, students may contribute to the record if there is need to clarify documents or references contained in the record.

In appropriate cases, education records are disclosed without a student's knowledge or consent to Harvard officials with legitimate educational interest in the records. "School officials" include faculty, administrators, clerical, professional employees, and agents of the University such as independent contractors performing functions on behalf of Harvard College, the Graduate School of Arts and Sciences, or the University. The determination of whether an official has a legitimate educational interest will focus on whether disclosure of the information is appropriate for the effective functioning of the person's office, their position, or the University.

Parents or legal guardians of undergraduate students are ordinarily informed of important changes of status, such as leaves of absence, probation, and requirement to withdraw, and are sent grades for the year in July. Parents or legal guardians of freshmen are also sent grades after the end of the fall term. Under certain extenuating circumstances, a student may request an exception to this rule.

If the Administrative Board of the College finds that an undergraduate student has committed a disciplinary violation involving a crime of violence or a non-forcible sex offense, the College may, if legally permitted and in the College's judgment appropriate, disclose certain information about the disciplinary case. The disclosure may include the student's name, the violation committed, and the sanction imposed

Directory Information for Undergraduates

Harvard College regards the following information as "directory information," that is, information that can be made available to the general public: full name, reported date of birth, dates of attendance, concentration, class year, digitized image (please note that while Harvard classifies photos and images as directory information, these are rarely released to parties outside the University without the student's permission), college residence address and telephone number, college email address, secondary school and home town or city at the time application for admission was filed by the student, original class at time of matriculation, House affiliation, height and weight of members of athletic teams, degree candidate status, date of graduation (actual or expected), degree(s) received with field of concentration and level of honors granted (if any), University prizes, fellowships, and similar honors awarded, and, in certain cases, students' and parents' or guardians' home addresses and telephone numbers.

Directory Information for Graduates

The Graduate School of Arts and Sciences regards the following information as "directory information," that is, information that can be made available to the general public: full name, reported date of birth, dates of attendance, digitized image (please note that although Harvard classifies photos and images as directory information, these are rarely released to parties outside the University without the student's permission), local address and telephone number, e-mail address, undergraduate college, home town or city at time of application for admission, and dates of degrees received or expected with field and department of study, University prizes, fellowships, and similar honors awarded.

FERPA Block

A student may choose not to allow the above information as it applies to himself or herself to be designated "directory information," in which case the Registrar's Office will omit all the information listed above from records containing "directory information." However, students on campus must inform the Access Officer in the FAS Registrar's Office, 20 Garden Street, in person, and sign a form requesting the information to be blocked or have the secure flag removed. Students away from campus and alumni must send in a notarized request to add or remove the FERPA block. In the case of incoming freshmen, students must notify the Dean of Freshmen by mid-August prior to matriculation. Students should be aware of the possible consequences of withholding "directory information," such as missed mailings, messages, and announcements, non-verification of enrollment or degree status, and non-inclusion in the Harvard Commencement booklet.

In appropriate cases, education records are disclosed without a student's knowledge or consent to Harvard officials with legitimate educational interest in the records even if a FERPA block has been placed on a record (see above).

Complaints regarding alleged violation of rights of students under FERPA may be submitted in writing within 180 days to the Family Policy Compliance Office, US Department of Education, 400 Maryland Avenue, S.W., Washington, DC 20202-4605.