FERPA

All MSU Denver student records are considered educational records, with the following exceptions:

• Personal notes written by faculty and staff

• Employment records

• Financial records of a parent or spouse

• Medical and counseling records used solely for treatment

• AHEC Police Department records

• Confidential letters and statements of recommendation for admission, employment or honorary recognition for which you have waived the right to inspect and review

This means that your student number (900#), grades, GPA, class schedule, residency status, marital status and all other information on your file are considered educational records and, thus, protected by FERPA.  MSU Denver school officials with a legitimate educational interest and you are the only individuals who can access this information.

For access to general information pertaining to your grades, GPA, classes, tuition bills, etc., log onto the Student Hub.

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Todos los expedientes estudiantiles de MSU Denver se consideran expedientes educativos, con las siguientes excepciones:

• Notas personales escritas por docentes y empleados
• Expedientes laborales
• Registros financieros de los padres o del cónyuge
• Expedientes de los servicios de atención médica y apoyo psicológico usados exclusivamente para el tratamiento
• Registros del Departamento de Policía de AHEC
• Cartas confidenciales y declaraciones de recomendación para la admisión, empleo o reconocimiento de honores para los que renunciaste al derecho de examinar y evaluar

Esto significa que tu número del estudiante (900#), calificaciones, promedio general, horarios de clases, estatus de residencia, estado civil y cualquier otra información en tu expediente se consideran expedientes educativos y, por lo tanto, están protegidos por la Ley FERPA. Los funcionarios de MSU Denver con un interés educativo legítimo y tú son los únicos que pueden acceder a esta información.

Para tener acceso a la información general con respecto a tus calificaciones, promedio general, clases, facturación de la colegiatura, etc., inicia sesión en el Centro Estudiantil.

If your parents claim you as a dependent when filing taxes with the Internal Revenue Service (IRS), they can view certain parts of your educational record, like your grades and tuition bills, without your written consent.  In order to gain access to this information, your parents must show a copy of their most recent tax return to prove that they do claim you as a dependent.

In all other cases, we must obtain your written consent before releasing your educational records to third parties. You can allow MSU Denver to release your information to designated parties (e.g., parents, potential employers, scholarship advisors, etc.) by adding them as a Proxy through the Proxy Management System.

To grant MSU Denver permissions to use classroom recordings of your voice and/or likeness for educational or promotional purposes, complete the Student Consent to Release Confidential Information
Relating to Classroom Recordings form.

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Si tus padres te incluyen como dependiente en su declaración de impuestos ante el Servicio de Impuestos Internos (IRS), pueden ver determinadas secciones de tu expediente educativo, como tus calificaciones y la facturación de la colegiatura, sin tu consentimiento por escrito. Para obtener acceso a esta información, deben mostrar una copia de la declaración de impuestos más recientes para comprobar que te incluyeron como dependiente.

En los demás casos, debemos obtener tu consentimiento por escrito antes de divulgar tus expedientes educativos a terceros. Para permitir que MSU Denver divulgue tu información a personas específicas (p. ej., padres, posibles empleadores, asesores de becas, etc.), debes agregarlas como apoderadas en el sistema de gestión de apoderados.

FERPA allows each school to determine what it considers to be directory information.  MSU Denver considers the following items to be directory information, and we may release this information to credible third parties unless you specifically request otherwise:

• Dates of attendance at the University
• Date of birth
• Degrees and awards received
• Enrollment status
• Last educational institution attended
• Major and minor fields of study
• Participation in officially recognized activities and sports
• Physical and email addresses
• Student classification
• Student name
• Telephone number
• Weight and height of members of athletic teams

All other personal information is considered private and will not be disclosed to third parties unless you specifically ask us to release it.

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La Ley FERPA permite que cada institución educativa determine qué se considera información del directorio. MSU Denver considera que lo siguiente es información del directorio, y podrá divulgarla a terceros de confianza, a menos que nos solicites específicamente que no lo hagamos:

• Fechas de asistencia a la Universidad
• Fecha de nacimiento
• Títulos y reconocimientos recibidos
• Estado de la inscripción
• Última institución educativa a la que asististe
• Espcializaciones y subespecializaciones académicas
• Participación en actividades y deportes reconocidos oficialmente
• Ubicación física y dirección de correo electrónico
• Clasificación de estudiante
• Nombre del estudiante
• Número de teléfono
• Peso y altura de los integrantes de los equipos deportivos

La demás información personal se considera privada y no se divulgará a terceros, a menos que nos solicites específicamente que lo hagamos.

If you wish to keep your entire record private—including directory information—you can submit a Request for Non-Disclosure of Directory Information. This form must be submitted to the Office of the Registrar in the Jordan Student Success Building, Suite 160, along with a photo ID.

If you submit this form, we will not release any of your information unless we are faced with an extenuating circumstance (e.g., subpoena or health emergency).  However, this means that we can’t even release information to you, unless you come to the Office of the Registrar in person and present a photo ID or send an email through your MSU Denver email account.  Additionally, we will not be able to provide information for ANY future requests from third parties.  For example:

• Your name will not appear in the commencement brochure.

• When a potential employer calls to confirm any degrees you received, we will not be able to give them any information.

• We will not be able to release your contact information to family or friends looking to notify you of a crisis or serious illness.

MSU Denver will honor your request to keep your records private, but we encourage you to consider all potential implications before submitting this form.

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Si deseas mantener la confidencialidad de todo tu expediente (incluida la información del directorio), puedes presentar una solicitud de no divulgación de la información del directorio. Este formulario se debe presentar, junto con una identificación con foto, en la siguiente dirección: Office of the Registrar, Jordan Student Success Building, Suite 160.

Si presentas este formulario, no divulgaremos ninguna información, a menos que se trate de circunstancias atenuantes (p. ej., citación judicial o emergencia médica). Sin embargo, esto significa que tampoco podremos darte información a ti, a menos que te dirijas personalmente a la Oficina de Secretaría General y muestres una identificación con foto o nos envíes un mensaje a través de la cuenta de correo electrónico de MSU Denver. Tampoco podremos proporcionar información si un tercero lo solicita en el futuro. Por ejemplo:

• Tu nombre no aparecerá en el folleto de la ceremonia de graduación.
• Cuando un posible empleador nos llame para confirmar qué títulos obtuviste, no podremos darle esa información.
• No podremos darle tu información de contacto a tus familiares o amigos que necesiten avisarte de una situación de crisis o enfermedad grave.

En MSU Denver respetaremos tu solicitud de mantener la confidencialidad de tu expediente, pero te sugerimos que consideres todas las posibles repercusiones antes de presentar este formulario.

Students may inspect and review their education records upon a written request submitted to the Office of the Registrar in the Jordan Student Success Building, Suite 160 (#3)

OR

Campus Box 84

P.O. Box 173362

Denver, Colorado

80217-3362

1. The request shall identify as precisely as possible the record or records the student wishes to inspect.
2. The record custodian or an appropriate staff person shall make the arrangements for access as promptly as possible and notify the student of the time and place where the records may be inspected.
3. When a record contains information about more than one student, the student may inspect and review only the records that relate to that student.

FERPA grants all educational institutions 45 days to gather all contents of your educational record.  In most cases, we can honor your request in less than 45 days; however, we encourage you to plan ahead if you need the information within a specific timeframe.

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Para examinar y revisar tus expedientes educativos, podrás enviar una solicitud por escrito a la siguiente dirección: Office of the Registrar, Jordan Student Success Building, Suite 160 (#3).

O BIEN

Campus Box 84

P.O. Box 173362

Denver, Colorado

80217-3362

1. La solicitud deberá identificar con la mayor precisión posible el o los expedientes que deseas examinar.
2. El custodio de los expedientes o el empleado designado hará los arreglos necesarios para autorizar el acceso a la mayor brevedad posible y te notificará la hora y el lugar donde podrás examinarlos.
3. Cuando un expediente contiene información acerca de más de un estudiante, podrás examinar y revisar únicamente los registros que correspondan a tu caso.

La Ley FERPA otorga a todas las instituciones educativas 45 días para recopilar todo el contenido de los expedientes estudiantiles. En la mayoría de los casos, podemos cumplir con la solicitud en menos de 45 días; sin embargo, es conveniente que planifiques con antelación si necesitarás la información dentro de un plazo específico.

A student may make a written request to amend a record.

1. In the request, the student should identify the part of the record to be changed and specify why the student believes it is inaccurate, misleading, or in violation of the student’s privacy or other rights.
2. MSU Denver shall comply with the request or notify the student that the College will not comply with the request and advise the student of the student’s right to a hearing to challenge the information believed to be inaccurate, misleading or in violation of the student’s rights.
3. Upon written request, MSU Denver will arrange for a hearing, and notify the student, reasonably in advance, of the date, place, and time of the hearing.
4. The hearing will be conducted by a hearing officer who is a disinterested party, but who may be an official of the institution. The student shall be afforded a full and fair opportunity to present evidence relevant to the issues raised in the original request to amend the student’s education records. The student may be assisted by one or more individuals, including an attorney.
5. MSU Denver will prepare a written decision based solely on the evidence presented at the hearing. The decision will include a summary of the evidence presented and the reasons for the decision.
6. If MSU Denver decides that the challenged information is not inaccurate, misleading, or in violation of the student’s right of privacy or other right, it will notify the student that the student has a right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision.

The statement will be maintained as part of the student’s education records as long as the contested portion is maintained. If MSU Denver decides that the information is inaccurate, misleading, or in violation of the student’s rights, it will amend the record and notify the student, in writing, that the record has been amended.

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El estudiante podrá formular una solicitud por escrito para rectificar un expediente.

1. En la solicitud, el estudiante deberá identificar la parte del expediente que se debe cambiar y especificar por qué considera que es incorrecta, engañosa o constituye una contravención de la privacidad o de otros derechos del estudiante.
2. MSU Denver cumplirá con la solicitud o notificará al estudiante que la Universidad no cumplirá con dicho pedido y le informará sobre su derecho a una audiencia para impugnar la información que considera incorrecta, engañosa o que constituye una contravención de sus derechos.
3. Previa solicitud por escrito, MSU Denver coordinará una audiencia y notificará al estudiante, con una antelación razonable, sobre la fecha, lugar y hora de la audiencia.
4. La audiencia será dirigida por un oficial de audiencias imparcial, pero podrá ser un funcionario de la institución. Se le brindará al estudiante una oportunidad justa para presentar las pruebas que estén relacionadas con las cuestiones planteadas en la solicitud original para rectificar sus expedientes educativos. El estudiante podrá estar asistido por una o más personas, incluido un abogado.
5. MSU Denver elaborará una decisión por escrito basada únicamente en las pruebas presentadas en la audiencia. La decisión incluirá un resumen de las pruebas presentadas y los motivos de la determinación.
6. Si MSU Denver determina que la información cuestionada no es incorrecta, engañosa o no constituye una contravención de la privacidad o de otros derechos del estudiante, le notificará que tiene el derecho de introducir una declaración en el expediente comentando sobre la información impugnada o una declaración explicando los motivos por los que no está de acuerdo con la decisión.

La declaración se conservará como parte de los expedientes educativos, siempre y cuando se mantenga la sección impugnada. Si MSU Denver determina que la información es incorrecta, engañosa o constituye una contravención de los derechos del estudiante, rectificará el expediente y notificará por escrito al estudiante sobre la modificación efectuada.

FERPA is occasionally amended, which means your rights as a student may change over time.  MSU Denver outlines your FERPA rights in an annual notification posted in the Student Handbook and University Catalog.  Please take a minute to read each annual notification for any changes to FERPA regulations.

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La Ley FERPA se modifica ocasionalmente, es decir que tus derechos como estudiante podrán cambiar con el transcurso del tiempo. MSU Denver describe tus derechos en virtud de la Ley FERPA en una notificación anual que se publica en el Manual del estudiante y el Catálogo de la Universidad. Tómate unos minutos para leer cada notificación actual y ver si hubo cambios en las reglamentaciones de la Ley FERPA.

The easiest way to receive information about your student’s academic progress, tuition statement, and other educational information is to ask them to directly provide you with it.  All MSU Denver students can access information regarding their grades, classes, and tuition bills online at STUDENT HUB.

If your student is unable to directly provide their records, they must add you as a “Proxy” in order to grant you access. Once your student has completed this, you will receive email instructions on creating your account to access information.

You can access information in the following ways:

• Online, using your custom link and logging in
• By phone, using the set passphrase
• By email, using the designated email address and a valid photo ID
• In-person, using a valid photo ID

However, if you claim your student as a dependent when filing your taxes, you can access certain parts of his or her record (e.g., grades, tuition information, etc.) without prior written consent.  In order to access this information, you must come to the Office of the Registrar in person and present your most recent tax return documents.

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La forma más sencilla de recibir información sobre el progreso académico, el estado de cuenta de la matrícula y otros datos educativos es pedírsela directamente a su hijo. Todos los estudiantes de MSU Denver pueden acceder a la información sobre sus calificaciones, clases y facturación de la colegiatura en internet, en el CENTRO ESTUDIANTIL.

Si el estudiante no puede proporcionarle directamente dichos expedientes, deberá agregarlo como “apoderado” para otorgarle el acceso. Una vez que complete este proceso, usted recibirá instrucciones por correo electrónico para crear su cuenta y acceder a la información.

Usted podrá acceder a la información de las siguientes maneras:

• Por internet, usando un enlace personalizado e iniciando sesión
• Por teléfono, usando la clave de acceso establecida
• Por correo electrónico, usando la dirección designada y una identificación con foto válida
• Personalmente, usando una identificación con foto válida

Sin embargo, si incluyó a su hijo como dependiente en la declaración de impuestos, puede acceder a determinadas secciones de su expediente (p. ej., calificaciones, información sobre la colegiatura, etc.) sin el consentimiento previo por escrito. Para tener acceso a esta información, debe dirigirse personalmente a la Oficina de Secretaría General y presentar la declaración de impuestos más reciente.

Your student will need to provide properly documented consent to share information about their records. This means you will need to be added as a Proxy to their account before you can participate in phone calls, Teams meetings, and/or in person meetings. Please see the section “How can I get a copy of my student’s education records?” to see details about being added as a Proxy.

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Su estudiante tendrá que presentar un documento de consentimiento para compartir información sobre sus archivos. Esto significa que tendrá que ser agregado como Proxy a su cuenta antes de poder participar en llamadas telefónicas, reuniones de Teams, y/o reuniones en persona. Consulte la sección “¿Cómo puedo obtener una copia del expediente educativo de mi hijo?” para obtener más información sobre cómo ser agregado como Proxy.

Many MSU Denver parents try to financially assist their students in some way.  Yet, all parents must either have their student add them as a “Proxy” to view their education records, or they must provide their most recent tax form showing they claim their student as a dependent.  Please see the section above for information on both options.

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Muchos padres intentan ayudar económicamente de alguna manera a sus hijos mientras estudian en MSU Denver. Sin embargo, sus hijos deben haberlos agregado como “apoderados” para que puedan ver los expedientes educativos, o los padres deben presentar la declaración de impuestos más reciente para comprobar que los incluyeron como dependientes. Consulte la sección anterior para obtener información sobre las dos opciones.

The Proxy Management system does not serve as an automatic request for records.  If you would like to access certain information, you can use the custom link sent to your email, reach out to us over the phone, over email, or in person. Please refer to the section “What do I need to verify my identity as a proxy?” for more information on verifying your identity to access information. If you would like to access information differently, contact the department responsible. If you are not sure who to contact, the Office of the Registrar (303-556-3991) will gladly assist you.

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El sistema de gestión de apoderados no funciona como una solicitud automática de expedientes. Si desea acceder a determinada información, puede usar el enlace personalizado que recibió por correo electrónico. Si desea acceder a la información de otra manera, comuníquese con el departamento correspondiente. Si no está seguro a dónde debe dirigirse, llame a la Oficina de Secretaría General (303-556-3991) y un miembro del personal podrá ayudarle.

Now that your student has added you as a proxy, it is important that you have the correct information to allow us to verify your identity. These requirements are meant to protect your student and stay in compliance with FERPA regulations.

If you’d like to contact us over the phone, you will need to provide:

• Your full name
• Your student’s information (full name and D.OB. or full name and student ID number)
• The passphrase associated with your student’s proxy release.  You must get the passphrase correct on the first attempt. If your student did not include a passphrase, you cannot access information over the phone.

If you’d like to contact us over email, you will need to provide:

• Your full name
• Your student’s information (full name and D.OB. or full name and student ID number
• Provide a copy of their photo ID (drivers license, state ID, or passport)
• You must use the email address your student listed for you. No other email address may be used.

If a proxy contacts you in person, you will verify them by:

• Your full name
• Provide your student’s information (full name and D.OB. or full name and student ID number)
• Provide your physical photo ID (drivers license, state ID, or passport)

FERPA regulations apply only to educational records, which do not include any medical or counseling records maintained on campus.  Thus, the FERPA Release Form does not grant you access to these records.

The release of medical and counseling records is governed by other Federal regulations, campus policies, and standards for professional ethics.  In most cases, your student can provide written consent allowing medical professionals to release certain information to you or other third parties; however, this written consent is specific to the medical office and cannot be transferred to educational offices on campus.

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Las reglamentaciones de la Ley FERPA se aplican únicamente a los expedientes educativos, que no incluyen ningún registro de los servicios de atención médica o apoyo psicológico que se mantienen en el campus. Por lo tanto, el formulario de divulgación en virtud de la Ley FERPA no le permite acceder a dichos expedientes.

La divulgación de los expedientes de los servicios de atención médica y apoyo psicológico se rige por otras reglamentaciones federales, las políticas del campus y las normas de ética profesional. En la mayoría de los casos, el estudiante puede otorgar el consentimiento por escrito para permitir que los profesionales de la salud divulguen cierta información a sus padres u otros terceros; no obstante, este consentimiento por escrito es específico para la Clínica de Salud y no se puede transferir a las oficinas académicas del campus.

FERPA is a Federal policy governed by the U.S. Department of Education.  The Department’s website provides the Family Education Rights and Privacy Act in its entirety.

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La Ley FERPA es una ley federal establecida por el Departamento de Educación de Estados Unidos. En el sitio web del Departamento, está publicada la Ley de Privacidad y Derechos Educativos de la Familia en su totalidad.

School officials can only access information regarding a student’s education record when they have a legitimate educational interest. Legitimate educational interest varies based on a school official’s job responsibilities and job description.

If the reason a school official is requesting records does not directly correlate to their immediate responsibilities, they are not awarded the ability to access, view, or obtain protected education records.

Yes. Faculty and staff members who are recording class sessions are required to provide students with the Student Consent to Release Confidential Information
Relating to Classroom Recordings form.

This form must be submitted to the Office of the Registrar BEFORE any recordings can be viewed or shared for educational or promotional purposes.

If you suspect that a FERPA violation has taken place, please contact the FERPA Expert Team at [email protected] in the Registrar’s Office. The team will determine the best plan of action based on the specifics of the situation.

All MSU Denver student records are considered educational records, with the following exceptions:

• Personal notes written by staff and faculty

• Employment records

• Financial records of a parent or spouse

• Medical and counseling records used solely for treatment

• AHEC Police Department records

• Confidential letters and statements of recommendation for admission, employment or honorary recognition for which the student has waived the right to inspect and review

Otherwise, a student’s 900#, grades, GPA, class schedule, residency status, marital status and all other information we have on file are considered educational records and, thus, protected by FERPA. As a school official, you are granted access to this information as long as you have a legitimate educational need to know. It is your responsibility to protect this information whenever you access it.

Directory information is part of a student’s educational record; however, school officials are permitted to share this information with credible third parties.  When requesting for lists of students, the lists are limited to directory information only.  MSU Denver considers the following as directory information:

• Dates of attendance at the University
• Date of birth
• Degrees and awards received
• Enrollment status
• Last educational institution attended
• Major and minor fields of study
• Participation in officially recognized activities and sports
• Physical and email addresses
• Student classification
• Student name
• Telephone number
• Weight and height of members of athletic teams

All other personal information is considered private and cannot be disclosed to third parties unless we have prior written consent from the student.

If you are working with a proxy individually or with the student present, you will need to verify their identity before any student education records can be shared. Each method a proxy contacts us requires different verification.

If a proxy contacts you over the phone, you will verify them by:

• Confirm their full name
• Confirm their student’s information (full name and D.OB. or full name and student ID number)
• Ask them for the passphrase associated with their proxy release. They must get the passphrase correct on the first attempt. If no passphrase is included on the release, you cannot release information over the phone.
• Confirm the proxy release via GPAPRXY on Banner

If a proxy contacts you over email, you will verify them by:

• Confirm their student’s information (full name and D.OB. or full name and student ID number
• Obtain a copy of their photo ID (drivers license, state ID, or passport)
• Confirm the email used is what is listed on GPAPRXY on Banner. No other email address may be used.
• Confirm the proxy release via GPAPRXY on Banner

If a proxy contacts you in person, you will verify them by:

• Confirm their student’s information (full name and D.OB. or full name and student ID number)
• Obtain their physical photo ID (drivers license, state ID, or passport)
• Confirm the proxy release via GPAPRXY on Banner

If you do not have access to GPAPRXY on Banner, please contact FERPA experts at [email protected] to verify on your behalf.

Students can request to keep their entire educational record private—including directory information—by completing a non disclosure request form in which a confidentiality hold will be placed on their account.  If a student has requested non disclosure, a window indicating confidentiality hold will appear in the Banner System each time you try to access their record.

If this window does appear, you cannot disclose ANY part of the student’s record to anyone.  The only time you can discuss the record with the student is when (s)he comes to your office and presents a valid photo ID.  The non disclosure request form can be found on the Office of the Registrar website under forms.

When writing a letter of recommendation for a student, you cannot disclose information from the student’s educational record (e.g., GPA) without the student’s written consent.  However, you can disclose directory information as long as the student does not have a Confidentiality Hold on their account. You may have to have the student provide you written consent to release the information.  It should contain the student name, student identification number, information to be released, and the individual or group to whom the record is to be released. Maintain the records for your protection. If a student files a complaint with the U.S. Department of Education, the Office of the Registrar can refer to you to obtain the written consent.

In order to release private, personally identifiable information, we must obtain prior written consent from the student.  A statement of written consent must contain the following:

• Specific records to be released
• Purpose for releasing the records
• Names of the individuals or groups to whom the records should be released
• Time frame for when the records can be released
• Student signature
• Date and Year
• Names of the individuals or groups to whom the records should be released

This can all be provided through Proxy Management

You can release a student’s 900# to the student if you are able to verify their identity. The best way to verify an identity is to ask for a photo ID (e.g., MSU Denver Student ID, driver’s license, passport). If the student does not have a photo ID or you are speaking with them over the phone, you will need to ask 4-5 questions. 

Questions to ask:

• What class(es) are they currently taking?
• What class(es) have they previously taken?
• Who is their emergency contact?
• What year did they graduate high school?
• What semester were you admitted for?
• What is your GPA?
• What is a grade you earned for a specific class?

Helpful hints:

• NEVER ask about personally identifiable information, directory information, or non-education records
• When the questions are asked, DO NOT confirm after each answer.
• If the caller hesitates on the question or for some reason you are not comfortable with the responses, DO NOT provide the information.
• You can send the student an email through their Student Hub account with a code word and have them recite it back to you or the student can obtain information online and/or in person with appropriate identification.
• Information about a student can be released with a signed consent from the student.

Official transcripts may only be released through the Office of the Registrar in the Jordan Student Success Building, Suite 160 (#3).

• Do not link a student’s name with their Social Security or 900 numbers in any public manner.
• Do not use any portion of a student’s Social Security or 900 number when publicly posting grades or circulating any lists.
• Do not leave graded assignments in a stack for students to sort through and pick up.
• Do not circulate class lists with Social Security or 900 numbers or grades as an attendance roster.
• Do not provide anyone with student schedules, addresses, phone numbers, or assist anyone other than MSU Denver employees in finding a student on campus.
• Do not discuss a student’s progress with anyone other than the student, unless you have written consent from the student.
• Be cautious to discuss academic progress, GPA, etc. when multiple students are present.  If you need to discuss individual grades, GPA or other private information with a group of students, you should obtain written permission from each student.
• Send all third party requests (e.g. FBI, Aviation, Police) to review, retrieve student records, or to locate a student to the Office of the Registrar. All third party requests to review student records throughout the duration of a year or longer would need to establish a contract with the University.
• You must obtain a written consent from the student if you are disclosing grade and GPA in order to write a letter of recommendation letter. The request needs to indicate exactly what the student wants you to include in the letter. Maintain the letter on file.
• Follow the Authentication Guidelines when providing information to the student over the phone.
• Send all emails that include information about the class to the student’s @msudenver.edu email address. Likewise, these emails must come from your @msudenver.edu email address.
• Any time you are disclosing protected information through e-mail or any other source like the One Drive, obtain a release from your students.

Always remember: When in doubt, don’t give it out!

• Do not save reports that include personally identifiable information to a remote computer (e.g., home computer or laptop).  If you are using COGNOS, BRM, or another software system to access student records from a remote location, all reports should be saved to a removable drive that is kept secure until you return to the office.
• Do not print reports that include personally identifiable information at home or from another remote location.
• If you are accessing student records from a remote location, be aware of your surroundings and the visibility of your computer screen to bystanders.
• Drop Boxes are not secure.

Before discussing any progress in class or non-directory information including grades, you will need to have the student’s written consent.  You may have the student simply provide you a written consent to release the information.  It should contain the student name, student identification number, information to be discussed, and whom this can be discussed with.  Maintain the record for your protection.  If the student files a complaint with the U.S. Department of Education, the Office of the Registrar can refer to you to obtain the written consent.

The Office of the Registrar is the official record keeper.  You will refer them directly to the Office of the Registrar.  We will verify the release and the person asking for the release to assist them with the request.

The Office of the Registrar offers weekly in-person trainings for faculty and staff. To sign up for one of these trainings, please contact the FERPA expert team at [email protected].

According the Solomon Amendment, Student Recruitment Information is defined as:

• Name
• Address
• Telephone
• Age (or date of birth)
• Class Level
• Academic Major
• Place of Birth
• Degrees Received
• Most Recent Educational Institution Attended

Military recruiters must recognize that this information is confidential and must not be shared with third parties or other organizations.  Once the data have been used, whether in electronic or paper format, they should be deleted or destroyed.

What recruiters MAY NOT ask for / information MSU Denver will NOT provide:

• Social Security Numbers
• Race/Ethnicity/Nationality
• Grade-Point-Average (GPA)
• Grades or “low-performing students”
• Religious Affiliation
• Students with Loans in Default

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Según la Enmienda Solomon, la información para el reclutamiento de estudiantes comprende lo siguiente:

• Nombre
• Dirección
• Teléfono
• Edad (o fecha de nacimiento)
• Nivel de clase
• Especialización académica
• Lugar de nacimiento
• Títulos obtenidos
• Institución educativa a la que asistió más recientemente

Los reclutadores militares deben reconocer que esta información es confidencial y no se debe compartir con terceros u otras organizaciones. Una vez que se utilicen los datos, ya sea en formato electrónico o impreso, se deben eliminar o destruir.

Los reclutadores NO PODRÁN solicitar esta información y MSU Denver NO la proporcionará:

• Números de Seguro Social
• Raza, origen étnico o nacionalidad
• Promedio general (GPA)
• Calificaciones o estudiantes con bajo desempeño
• Afiliación religiosa
• Estudiantes con atraso en el pago de préstamos

Information released is limited to military recruiting purposes only. The following is a list of eligible units of the military:

• Air Force
• Air Force Reserve
• Air Force National Guard
• Army
• Army National Guard
• Army Reserve
• Coast Guard
• Coast Guard Reserve
• Navy
• Navy Reserve
• Marine Corps
• Marine Corps Reserve

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La información se divulga con la única finalidad de ser usada para reclutamiento militar. A continuación, se indica una lista de las unidades militares elegibles:

• Fuerza aérea
• Reserva de la fuerza aérea
• Guardia nacional de la fuerza aérea
• Armada
• Guardia nacional de la armada
• Reserva de la armada
• Guardia costera
• Reserva de la guardia costera
• Marina
• Reserva de la marina
• Cuerpo de Marines
• Reserva del cuerpo de Marines

While students cannot restrict the release of “Student Recruiting Information” specifically to the military, a student may submit a request to withhold the release of their FERPA “directory information” to any non-institutional persons or organizations, which would include the military.

For more information on withholding the release of information to all non-institutional persons or organizations, please visit the Office of the Registrar’s Forms webpage for the Non-Disclosure of Directory Information form.

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Si bien los estudiantes no pueden impedir la divulgación de la información para el reclutamiento específicamente a los servicios militares, pueden presentar una solicitud para restringir la divulgación de la información del directorio contemplada por la Ley FERPA a cualquier organización o persona no perteneciente a una institución, lo cual incluiría a los servicios militares.

Para informarte sobre cómo restringir la divulgación de información a toda organización o persona no perteneciente a una institución, visita la página web de formularios de la Oficina de Secretaría General para obtener el formulario de no divulgación de la información de directorio.