Student Handbook 2023-24 > Student Records and Privacy > Privacy Policies > Family Educational Rights and Privacy Act (FERPA)

Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) ensures confidentiality of educational records for eligible students (including, but not limited to, academic and enrollment data, and financial data related to scholarships, educational loans, need-based aid, and Olin Dollars) and restricts disclosure to or access by third parties, except as authorized by law. Educational records do NOT include the following:

1. Records that are in the sole possession of the person who created them and are not accessible to others with the exception of a substitute;
2. Records created and maintained solely by and for the college law enforcement unit;
3. Records maintained and used solely in relationship to the college and employment;
4. Records of Health Services or psychological counseling; and
5. Records pertaining to individual information after the person is no longer a student at the college.

FERPA affords students certain rights with respect to their education records. You have the right to:

1. inspect your educational records, with certain exceptions. If you wish to inspect your records, you need to submit a formal request to the Registrar. An appointment will be made within 45 days of the date of the request.
2. request an amendment if you believe your educational records are inaccurate or misleading. If you wish to request an amendment, you must do so in writing directed to the Registrar’s Office. If it is determined that the record will not be amended, you will be notified of your right to, and procedures for requesting, a hearing.
3. provide written consent before Olin College discloses personally identifiable information from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
4. file a complaint if you believe that the college has failed to comply with the requirements of FERPA. Complaints can be addressed to:

   Family Policy Compliance Office
   U.S. Department of Education
   400 Maryland Avenue, SW
   Washington, DC 20202-5901
   Phone: 1.800.USA.LEARN

The college has designated certain types of personally identifiable information as “Directory Information.” This includes your name, local address and telephone number, email address, photograph, degree program and major and concentration, dates of attendance, full and part time status and degrees, honors, and awards received. Your local address and telephone number are also contained in an annual directory published by the college and are accessible on an electronic directory. Both the printed and electronic directory are intended for the use of the college community. You may request, in writing, to restrict the disclosure of your directory information. Your request will remain in effect unless you revoke it. Additionally, if you do not want public directory information released, you must indicate that preference at the time the information is collected. You may request nondisclosure at any time during your enrollment by completing the “FERPA Request to Prevent Disclosure” form found in the Registrar’s office.

The college, in compliance with the law, may disclose other (non-Directory) personally identifiable information without your prior consent under certain circumstances, including, but not limited to, the following:

1. To college officials, staff and others engaged in activities on behalf of the college with a legitimate educational interest (may include contracted individuals, person(s) serving on the Board of Trustees, student(s) serving on an official committee or assisting another school official in performing his/her tasks); a legitimate educational interest is defined at Olin as necessary to perform their work on behalf of the college;
2. In compliance with a lawful subpoena;
3. To officials of another institution where you are enrolled or seek to enroll, or where you received services in connection with placement or participation in internships, practica, affiliations, and other programs related to your courses or program at the college;
4. To authorized representatives of institutions from which you have received financial aid or applied for financial aid;
5. To organizations conducting studies “for, or on behalf of” Olin College;
6. Under the provisions of the USA Patriot Act;
7. Under the provisions of the Campus Sex Crimes Prevention Act;
8. To appropriate parties in the event of an emergency when the information is necessary to protect the health, safety, and/or welfare of the student or others.