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The Release of Student Record Information

An employee of the University must never disclose confidential information (e.g., academic data such as grades, test scores, and class schedules) contained in a student's record to a third party without the written consent of the student.

By definition, a "third party“ includes parents or guardians, spouse, other students, agencies, organizations, the media, and all other individuals who are not part of the University. Sensitive student data should never be shared with another employee who does not have a legitimate educational "need to know" and is therefore not authorized to receive such information.

Mercer students may sign a form that authorizes University personnel to release and/or discuss with the student's parents or guardians information contained in the student's academic record. Once signed, the authorization remains in effect until a request for a change is submitted in writing to the Office of the Registrar. The forms are provided to all new students prior to summer orientation or may be obtained from the Registrar's Office.

If a student has notified the University to restrict information or allow special release, a red [F] appears in the toolbar at the top of the screen to the right of the student’s name. On the Student Master beside FERPA the field will show if a student has requested that certain information not be released outside the University, as well as if they do not want to be published in the campus directory. If special access has been granted, that will also appear there. If blank, this indicates permission has NOT been given. To check to whom students are allowing release of information, select Contact Manager>Addresses and scroll to find address type of FERPA in the addresses folder.

Directory Information

The only exception to the non-disclosure regulations pertaining to the release of student records is "directory information", as defined and published by the University. Directory information may be released at the discretion of the University without the written consent of the student. However, Mercer does not generally release directory information. The list of Directory Information is in the University catalogs, Academic Information section, under “Student Rights Pertaining to Educational Records.”

Currently enrolled students may, however, request that directory information concerning them not be released. A request for non-disclosure must be filed with the Registrar's Office. Once submitted the non-disclosure will become part of the on-line student record system.

Please keep in mind that the Office of the Registrar is responsible for official verification of enrollment and academic information (transcripts, degrees earned) for students. All such requests should be referred that office.

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