Student Consent to Disclosure Form

As a student, you have the right to protect your information. The Student Consent to Disclosure Form allows a parent or authorized third party to discuss with the university:

  • Academic Records- Authorize release of grades/GPA, demographic, registration, student ID number, academic progress/status, immunizations, and/or enrollment information.
  • Billing /Financial Records- Authorize release of billing statements and repayment history (including credit reporting history, and balances), University-maintained loan disbursements, charges, credits, payments, past due amounts, financial holds, collection activity, and meal plans.

Form Information for Students

  • As a student, you may grant access to a specified parent and/or third party using the Student Consent to Disclosure Form located securely within Owl Express.

    Determine If.

    • You determine if you want to grant access to your education and/or billing records.
    • You should not feel pressured to grant access to anyone.
    • If you decide to grant access, the individual will only be able to discuss your records, they cannot update your records.

    Decide Whom.

    • You decide whom may view your information, and what pieces of information each person may view.
    • You decide what each person can view by creating a separate and unique unique, 4-digit numeric PIN (Personal Identification Number) login per person.
    • You can update, change, or remove access at any time.

    Dictate What.

    • You dictate, per person, what record types can be discussed.
    • Options include student account information, class registration status, student class schedule, holds, final grades, transcripts, and/or billing information. 
  • Only currently active students can access the Student Consent to Disclosure Form in Owl Express. If you no longer have access to Owl Express, please contact the Office of the Registrar for assistance using the Student Consent for Disclosure-One Time Authorization form.

    Below are the instructions on how to access the form and select the information you allow that person to access.

    1. Log in to Owl Express
    2. Click the Student Records tab
    3. Click the Student Consent to Disclosure (FERPA RELEASE) link
    4. Click the Click Here to Grant Access button in the dashboard.
    5. Select the phone number where you can be contacted. This number can be used if faculty/staff need to contact you concerning this release.
    6. In the Authorized Third Party section, enter the name, phone number, and relationship of whom you want to grant access.
    7. Create a unique, 4-digit numeric PIN (Personal Identification Number)* for the person you are granting access.
    8. In the Access Granted section, indicate in the checkbox which types of information can be released.
    9. Read the authorization section and click submit.
    • Note: This authorization will remain in effect until it is revoked by you. To revoke the FERPA authorization, you must remove the access by selecting the Delete button in the Action Column of the dashboard.

    Step-by-step instructions

    Creating a PIN

    • In addition to providing information about your authorized third party, you must create a unique PIN for each person.

    * Be sure to tell this PIN to the authorized third party! The PIN helps confirm the identity of the person. After confirming the PIN, university staff will also check the specific information to which you have given access for that specific person.

    • Adding: Students may add new authorized third-party individuals at any time in Owl Express.
    • Updating: Students may update or change which information their authorized third party has access to at any time in Owl Express.
    • Deleting: Students may delete their authorized third party to at any time in Owl Express. Only the Office of the Registrar has access to see when access was added and deleted.
    • University staff cannot add or change third-party access.
  • While the Student Consent to Disclosure Form authorizes KSU to release education records to third parties, it does not obligate KSU to do so. KSU reserves the right to review and respond to requests for release of education records on a case-by-case basis. Even with consent, the rights of parents/third parties is limited only to access designated education records but does not act as a Power of Attorney or proxy for any parent or third party (including attorneys) to act on behalf of the student. For additional information, visit KSU’s FERPA Information page or the U.S. Department of Education’s website.

Form Information for Parents/ Third-Party Grantees

  • All students have the right to protect their information. The Family Educational Rights and Privacy Act of 1974, or FERPA, is the United States federal law that protects the privacy of student records. Under FERPA, privacy rights transfer from the parents to the student once they turn 18 years old or enter a postsecondary institution at any age. Students enrolled in any courses offered by KSU, at any location or through any method of delivery (i.e., campus/on-site, hybrid, partially online and fully online) are covered by FERPA. KSU considers an admitted student to be in attendance upon enrollment/registration for classes, regardless of age.

    Conversation.

    • Have a conversation with your student about how best to support their educational progress, which may include granting access of their education records with you or anyone else.
    • The student controls access. The student can grant consent and assign access to specific pieces of information to anyone they choose.
    • The student can change access for his/her parent or third-party, and can also choose to stop access to his/her information at any time in Owl Express.

    Consent.

    • The FERPA law prevents the University from releasing "personally identifiable student education records" to unauthorized individuals or organizations without the student's consent or other legal exception.
    • Due to the FERPA law, university faculty and staff are NOT permitted to discuss any non-directory information (grades, academic performance or standing) without the student’s permission or other legal exception.
    • In addition, they may choose not to discuss student specific information, even if the student grants permission. This is not a violation of FERPA.

    Connect.

    • Individuals, who have been authorized by the student, have the opportunity to discuss a student's education records.
    • Requests for access to education records should be made directly to the student.
  • When your student grants access through Owl Express, they assign a specific 4-digit numeric PIN to each individual. It is important for your student to provide you the PIN number they have assigned to you.

Form Information for Advisors, Faculty, and Staff

  • The Student Consent to Disclosure Form in Owl Express offers students a new way to grant parents/guests access to their education records.

    The Form

    • The Student Consent to Disclosure Form in Owl Express is the preferred method to provide access to a student's education and/or billing/financial records.
    • Students can grant and assign access to individuals for specific records of information to anyone they choose.

    Permission

    • The Student Consent to Disclosure Form is NOT a blanket authorization allowing access to ALL the student’s education records.
    • Faculty/staff must check which parent/person has access to which information before speaking to anyone about information on a student’s record

    PIN Number

    • Each person can be given a unique PIN number as an option to help you confirm the identity of the person.
    • After confirming the PIN number, staff must also check the specific information the student has given access for that specific person.
  • Step 1: Log into Owl Express and select the Advisor Services or Faculty Services tab.

    Step 2: Scroll down the list of links until you find Student Consent to Disclosure Form (FERPA Release)- Administrator View.

    Step 3: Click on the link and enter the Student ID number for the student. The next screen will show the

    individuals the students has granted access to.

    Step 4: When you locate the name of the individual, select View from the “Action” column to determine which records can be discussed.

    Step 5: Download and save the step-by-step guide for future usage.

    Please pay attention to specific access per person!

    For example, just because an individual is allowed to discuss a student's grades, does not give you permission to discuss past due charges.

    Student example:

    A student may allow one parent to discuss only their grades. For another person, they may allow access only to their billing records.

    Best Practices:

    • University faculty/staff need to confirm which parent/person has access to which information before speaking to anyone about information on a student’s record.
    • It is preferred to communicate with the individual, in person, where you can validate their identity by viewing their government issued photo id.
    • The student can change access for his/her person and can also choose to stop access to his/her information at any time. Therefore, it is necessary to check the Student Consent to Disclosure Form view for every time you speak to a parent/person.

    We encourage faculty/staff to ask students to use the new Student Consent to Disclosure Form. However, if you are in a situation where you need to use the paper form, please contact the Office of the Registrar for assistance.

    Remember, FERPA governs what may be released, but does not require you to disclose any information.

    When in doubt, contact the Office of the Registrar for assistance or view more information at ferpa.kennesaw.edu.

 

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