Student Privacy and FERPA/PIPA
The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. An "eligible student" under FERPA is 18 years of age or older or attends a post-secondary institution. Rights include:
- The right to inspect and review the student's education records within 45 days after the day New York Institute of Technology receives a request for access. A student should submit to the registrar, dean, head of the academic department, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The New York Institute of Technology official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
The right to request the amendment of the student's education records that the student believes is inaccurate, misleading, or otherwise in violation of the student's privacy rights under FERPA.
A student who wishes to ask New York Institute of Technology to amend a record should write the official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.
If New York Institute of Technology decides not to amend the record as requested, the university will notify the student in writing of the decision and the student's right to a hearing regarding the request for amendment. Additional information on the hearing procedures will be provided to the student when notified of the right to a hearing.
The right to provide written consent before the university discloses personally identifiable information (PII) from the student's education records, except to the extent that FERPA authorizes disclosure without consent.
New York Institute of Technology discloses education records without a student's prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by New York Institute of Technology in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of New York Institute of Technology who performs an institutional service of function for which the university would otherwise use its own employees, and who is under the direct control of New York Institute of Technology with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent, or a student volunteering to assist another school official in performing their tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill their professional responsibilities for New York Institute of Technology.
Upon request, New York Institute of Technology also discloses education records without consent to officials of another school in which a student seeks or intends to enroll.
The right to file a complaint with the U.S. Department of Education concerning alleged failures by New York Institute of Technology to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
FERPA permits the disclosure of PII from students' education records, without consent of the student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, §99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. New York Institute of Technology may disclose PII from education records without obtaining prior written consent of the student.
- To other school officials, including professors, within the university whom New York Institute of Technology has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom New York Institute of Technology has outsourced institutional services or functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(1) – (a)(1)(i)(B)(2) are met. (§99.31(a)(1))
- To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student's enrollment or transfer, subject to the requirements of §99.34. (§99.31(a)(2))
- To authorized representatives of the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local educational authorities, such as a state postsecondary authority that is responsible for supervising New York Institute of Technology's state-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of federal- or state-supported education programs, or for the enforcement of or compliance with federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§99.31(a)(3) and 99.35)
- In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§99.31(a)(4))
- To organizations conducting studies for, or on behalf of, New York Institute of Technology, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§99.31(a)(6))
- To accrediting organizations to carry out their accrediting functions. ((§99.31(a)(7))
- To parents of an eligible student if the student is a dependent for IRS tax purposes. (§99.31(a)(8))
- To comply with a judicial order or lawfully issued subpoena. (§99.31(a)(9))
- To appropriate officials in connection with a health or safety emergency, subject to §99.36. (§99.31(a)(10))
- Information New York Institute of Technology has designated as "directory information" under §99.37. (§99.31(a)(11))
- To a victim of an alleged perpetrator of a crime of violence or a nonforcible sex offense, subject to the requirements of §99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§99.31(a)(13))
- To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if New York Institute of Technology determines the student is an alleged perpetrator of a crime of violence or nonforcible sex offense and the student has committed a violation of New York Institute of Technology's rules or policies with respect to the allegation made against them. (§99.31(a)(14))
- To parents of a student regarding the student's violation of any federal, state, or local law, or of any rule or policy of New York Institute of Technology, governing the use or possession of alcohol or a controlled substance if the university determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))
FERPA is designed to protect the privacy of students' educational records, to establish student's right to inspect and review these records, and to provide guidelines for correcting inaccurate data about students. New York Institute of Technology fully complies with this federal act as follows:
New York Institute of Technology designates the following categories of student information as "directory information" pursuant to existing laws, and may disclose or release the information without written consent:
- major field of study
- minor field of study
- telephone number
- email address
- dates of attendance
- participation in officially recognized activities and sports
- height/weight (for athletic team members)
- date/place of birth
- degrees and awards received and dates awarded
- most recent previous institution attended
New York Institute of Technology also complies with the federal Solomon Amendment, which requires colleges and universities to provide the following information from student records if requested by military recruiters:
- telephone number
- age or date of birth
- present level of education such as freshman or sophomore
- date of graduation
- academic field of study
Students must inform the college if they do not want this information disclosed by filing a written request with the Office of the Registrar. This can be done using a Request to Prevent Disclosure of Directory Information.
Online FERPA Submission
Students can also now complete the FERPA student release form online through their Student Service HUB—Your Home for University Business.
Please follow these steps to submit the FERPA online:
- Log in to the Student Service HUB and click on the My Profile tile. Select "FERPA Forms” from the menu.
- Click the “FERPA Student Release Form.” The form will automatically populate your phone and address information. Please confirm that this is correct, or update if it is outdated by following the "Update Home Address" or "Update Mobile Number" links.
- Once you have completed all of the required fields, you may submit the FERPA which will remain in effect until you revoke the authorization.
- You may revoke the FERPA online if need be.
PIPA (Personal Information Protection Act)
New York Institute of Technology also complies with the Personal Information Protection Act (PIPA), which applies to students attending the Vancouver campus in British Columbia, Canada.