Registrar's Office

Student Privacy Rights

The information contained in a student's education record is protected under the Federal Family Educational Rights and Privacy Act, also known as FERPA. Only directory information may be released to individuals outside the university without the student's written consent. However, FERPA does not require the university to release directory information.

Information Access for Campus Employees

Campus employees may only access information for which they have a "legitimate educational interest". These individuals have responsibilities with campus academic, administrative, or service areas whose functions depend on accessing students' education records. Faculty and staff who do not have a legitimate educational need are entitled only to directory information. Before providing any non-directory information to any individual, all employees have an absolute duty to ensure that the nature and/or purpose for obtaining information fall within the scope of legitimate educational interest. When in doubt, deny access to the information and refer the individual to the Registrar's Office. 

Directory Information

Cal Poly Pomona has designated the following to be classified as Directory Information:
  • Student's Name
  • Major field of study  
  • Participation in officially recognized sports/activities   
  • Weight and height of athletic team members  
  • Dates of attendance  
  • Full or part time status  
  • Degrees and awards received
  • E-mail address
  • Most recent or previous college/university/agency attended

The following are also classified as Directory Information for academic student employees (Teaching Associates, Graduate Assistants, and Instructional Student Assistants) of the CSU.  

  • Home
  • Address
  • Telephone number
  • Department employed
  • Employment job classification

Student Rights Under FERPA

Students have the following rights and guarantees under FERPA, except where pertinent laws apply:

  • To inspect the student's education record, except where relevant laws or regulations apply*
  • To be notified of the student's rights under FERPA annually*
  • To request that the student's record be amended to correct for any inaccuracies or misleading information*
  • To give a parent or family member access to the student's "non-directory" education record by signing the confidentiality release form
  • To request that the student's directory information not be released by completing and signing a "Privacy Request"

 *please see the biennial report for detailed information about university policies

Students may request that directory information not be released by completing and signing a Privacy Request and submitting it to the Registrar's Office. Campus employees may not release directory information when the student's record has the confidentiality flag set.

Note: The University is required to comply with subpoenas and search warrants that are issued in a manner prescribed by law.