Registrar's Office

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) protects the privacy of student education records. It gives the student the right to: access education records kept by the school; consent to disclosure of student education records; amend inaccurate education records; file complaints against the school for disclosing education records in violation of FERPA. FERPA rights apply to every CIAM student who is or has been in attendance at CIAM, regardless of the student’s age. An education record may include personal information, enrollment records, grades, and schedules, etc. Student records will be maintained at the school site for five years from the last date of attendance. Transcripts are maintained permanently. The Registrar’s Office is responsible for student record information. Under FERPA, CIAM provides access to student records to school officials who have legitimate educational interest with responsibilities in the campus' academic, administrative, or service functions and have reason for using student records associated with their campus or other related academic responsibilities. “School official” may include parties such as: instructors, administrators, attorneys, trustees; or other party to whom the school has outsourced institutional services or functions. 

Students who wish to review and inspect their education records must submit a written request to the Registrar’s Office. Arrangements will be made within 45 days following its receipt of a request. Written consent is required before education records may be disclosed to third parties, with the exception of accrediting bodies and government agencies so authorized by law. Copying and postage fees may apply. 

Students have the right to request that any inaccurate or misleading information in education records be amended. CIAM is not required to amend education records in accordance with the student’s request under FERPA, but will consider the request, and will inform the student of his or her right to a hearing on the matter if CIAM decides not to amend a record in accordance with the student’s request. 

According to FERPA, CIAM may disclose, without consent, "directory" information. According to FERPA General Guidance for students and Family Educational Rights and Privacy Act Regulations "Directory information" is defined as information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed. Directory information could include information such as the student's name, address, e-mail address, telephone listing, photograph, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, the most recent previous educational agency or institution attended, grade level or year (such as freshman or junior), and enrollment status (undergraduate or graduate; full-time or part-time).The directory information is subject to release by the campus at any time unless the Registrar’s Office has received prior written objection from the student specifying information that the student requests not be released. CIAM continuously notifies students of the rights in the school catalog. 

FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31): 

• School officials with legitimate educational interest;
  
• Other schools to which a student is transferring;
  
• Specified officials for audit or evaluation purposes;
  
• Appropriate parties in connection with financial aid to a student;
  
• Organizations conducting certain studies for or on behalf of the school;
  
• Accrediting organizations;
  
• To comply with a judicial order or lawfully issued subpoena;
  
• Appropriate officials in cases of health and safety emergencies; and
  
• State and local authorities, within a juvenile justice system, pursuant to specific State law.

Non-directory information must not be released to anyone, including parents of the “eligible student” (a student who reaches 18 years of age or attends a postsecondary institution), without the prior written consent of the student. Non-directory information may include: Social security numbers; Student identification number; Race, ethnicity, and/or nationality; Gender. 

The Department of Education has established an office and review board to investigate complaints and adjudicate violations. The designated office is: The Family Policy Compliance Office U.S. Department of Education 400 Maryland Ave Washington, D.C. 20202- 8520. Phone: 1-800-USA-LEARN (1-800-872-5327) An eligible student may obtain a complaint form by calling (202) 260-3887. 

Written consent is required before educational records may be disclosed to third parties, with the exception of accrediting bodies and government agencies so authorized by law. CIAM transcripts will show all of the following: 

• The courses that were completed, or were attempted but not completed; and the dates of completion or withdrawal.
  
• The final grades for each corresponding course.
  
• Credit for courses earned at other institutions.
  
• Credit based on any examination of academic ability or educational achievement used for admission or college placement purposes.
  
• Degrees and diplomas awarded.
  
• The name, address, email address, and telephone number of the institution.