Santa Clara University

Accessing Student Records

• Are you looking for a Senior Class e-mail list?
• Would you like to obtain a list of all English majors?
• Are you interested in getting the GPA for all your club members?

Then you are looking for student record information. These are common questions that Student Organizations ask when looking for information on their peers. It is important to know what you can and cannot access - and why.

The Family Educational Rights and Privacy Act (FERPA) of 1974 protects the confidentiality of student records. FERPA governs (1) the release of student records maintained by the University and (2) access to the records. For more information on FERPA, visit the University's FERPA web page.

What Information is Protected Under FERPA?

Student records are defined as records that are directly related to a student and maintained by Santa Clara University or a party acting for the University. For example, this includes a student's GPA or ID number. For the purpose of student organizations, student records are generally divided into two categories;

Educational Information includes grades, grade-point averages, and course enrollment information. 

Directory Information is contained in an educational record and is generally not be considered harmful or an invasion of privacy if disclosed. Directory Information includes:

1. Full Name
2. Addresses (e-mail, campus P.O. Box, local or permanent home address)
3. Telephone
4. Birthday, birth place
5. Major
6. Class Year
7. Dates of attendance
8. Expected graduation date
9. Most recent prior school
10. Degrees, including honors, conferred
11. Photographic image
12. Past/present participation in recognized activities
13. Height/weight (intercollegiate athletes)

Can I Access Educational Information?

No, this information is not generally made available to student organizations.

Can I Access Directory Information?

Yes, but a school official must make a request for a student organization for Directory Information. The official must have a legitimate interest in the information.

Chartered Student Organizations (CSO) seeking directory information will need to go through their CSL advisor.

Registered Student Organizations (RSO) will need to go through a Club Advisor in the Center for Student Leadership to obtain directory information.

TEST YOUR KNOWLEGE of FERPA