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Office of the Registrar


Privacy Rights

Privacy Request Form: Allows students to request that no directory information be released outside of St. Ambrose.

Retraction of Privacy Request Form: Allows students to retract a previous request that no public information be released outside of St. Ambrose. 

Authorization for Release of Educational Information Form: Some students have the need to be able to designate that their private academic information be released to specified others (parents/guardians).

  • ONLY available to students and is available in the Office of the Registrar.

What is FERPA?
What is an educational record?
What is directory information? 
Disclosure of educational records
Procedure to inspect educational records

What is FERPA?

The Family Educational Rights and Privacy Act of 1974, also known as the Buckley Amendment, is a federal law that protects the confidentiality of student education records. Under this act, the student has the right to access their education records, the right to request corrections to these records and the ability to limit disclosure of information from these records. A student's FERPA rights begin when they register at SAU, regardless of age. Finally, a student is eligible under FERPA to file a complaint with the Department of Education.

What is an education record? 
An education record is just about any information provided by a student to the university for use in the education process, including: 

  • Personal information
  • Enrollment records
  • Grades
  • Schedules

A student education record may include, but is not limited to, a document in the Office of the Registrar; a computer printout in a faculty member's office; a computer display screen; or notes taken during an advisement session. 

What is directory information?
St. Ambrose may disclose directory information on a student without violating FERPA. This information can be released or published without a student's written consent. The following is classified as directory information: 

  • Name
  • Local address
  • Enrollment status
  • Expected graduation date
  • SAU degree(s) and date(s) awarded
  • Name(s) of advisor(s)
  • Previous education institutions attended
  • Participation in officially recognized activities and sports
  • Weight and height of members of athletic teams
  • Telephone number
  • Hometown
  • Dates of attendance at SAU
  • Awards and academic honors
  • Academic program 
  • Full- or part-time status
  • Mailing address
  • Date and place of birth
  • Parents/guardians names
  • Photograph(s)
  • University Email Address

Students can request this information be restricted by completing the Privacy Request Form available on the Office of the Registrar Portal page.

 Disclosure of education records
SAU will disclose information, outside of directory information, from a student's education record only with the written consent of the student except in the following circumstances:

  • SAU officials with a "legitimate education interest."
    A school official is a person employed by the university in an administrative, clerical, supervisory, academic or research or support staff position (including law enforcement personnel and health staff); a faculty member; a person or company with whom the university has contracted (such as an attorney, auditor, collection agent or official of the National Student Clearinghouse); a person serving on the Board of Directors; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.

A school official has a legitimate education interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

  • Authorized representatives of the US Department of Education or state education authorities carrying out official duties
  • Persons in connection with the financial aid process
  • Accrediting agencies for accreditation purposes
  • Institutions MAY disclose education records pursuant to lawfully issues subpoenas and court orders when a reasonable attempt is made to give the student prior notice. Prior notice is not required when the disclosure is made pursuant to a law enforcement subpoena or court order not be disclosed. 
  • Appropriate individuals in connection with a serious health or safety emergency involving a student.
  • A court when the institution initiates legal action against a student (and gives the student prior notice of the intended disclosure).
  • Institutions may disclose without consent information about certain disciplinary actions taken against students to other institutions.
  • Solomon Amendment gives military service members assigned to recruiting branch of the DOD access to "student recruiting information"
  • Agencies needing information regarding F, J or M visas (non-immigrant visas)
  • USA Patriot Act of 2001: Section 507 of the USA Patriot Act amends that an institution may disclose education records related to an authorized investigation when the court has issued an ex parte order permitting the Attorney General (or designee) to collect, retain, disseminate and use such information or prosecution must be an offense or act related to domestic or international terrorism.
  • Requests to disclose education information will be handled with caution and approached on a case-by-case basis.

Procedure to inspect education records
Students may review their education records upon request to the Registrar or Assistant Registrar. To assist us in better serving our students, please indicate the information you would like to inspect. Arrangements will be made to review these records within 45 days of the request. 

If a record contains information about more than one student, the student may inspect only records that relate to himself/herself. The student has the right to inspect the record in question but the university does not routinely make copies of this information for students. Requests for copies will be considered on an individual basis.