A FERPA release is needed for the disclosure of transcripts because transcripts and grade reports, since these record types are considered education records that contain personally identifiable information (PII). Under the Family Educational Rights and Privacy Act (FERPA), colleges and universities generally cannot disclose a student’s education records to a third party without the student’s prior written consent, unless a specific FERPA exception applies.
The FERPA Release Form is provided as part of this process and must be used whenever the student’s education records must be shared with the Department of Corrections and Community Supervision (DOCCS). In practice, the FERPA Release Form must be completed before a campus releases education records.
Completing the FERPA Release Form
Use the following steps when assisting a student in completing the FERPA-Compliant Release Form.
1.) Explain the Purpose of the Form
Inform the student that federal privacy law (FERPA) generally requires written consent before a college can release educational records to a third party.
Explain that this authorization allows specified SUNY campus(es) to provide grade reports and related educational information to OHEP and DOCCS for approved purposes, including release-related programs such as the Limited Credit Time Allowance (LCTA) program.
2.) Help the Student Complete the Personal Information Section
Ensure that the full legal name, the department Identification Number (DIN), and the current facility address or mailing address for the student is complete. The DIN is used only to route and deliver records in accord with DOCCS policies and procedures. If you do not have the DIN, do NOT use the Social Security Number or any part of the SSN.
Note: The DIN is used solely to assist with routing reports, correspondence, and responses in accordance with DOCCS procedures.
- Review the Records Being Requested
Confirm that the student understands the form authorizes the release of a Student Grade Report (Transcription).
Verify that the request is appropriate for the student’s intended purpose. - Identify the Appropriate SUNY Campus(es)
Assist the student in listing all SUNY campus(es) that may need to release records.
Ensure the student includes every institution from which educational records are being requested. - Review the Authorization Language
Before the student signs:
Explain that the authorization permits the listed campus(es) to disclose educational records and personally identifiable information to OHEP and DOCCS.
Confirm that the student understands how the information will be used.
Answer any questions regarding the disclosure process and FERPA protections.
6. Document Any Additional Purpose, if Applicable
If the records are being requested for a purpose other than those identified on the form, assist the student in clearly describing that purpose in the space provided.
7. Obtain the Student’s Signature
Ensure the student signs and dates the form.
Verify that all required fields have been completed before accepting the form.
Do not process incomplete, unsigned, or undated forms.
8. Submit the Form
Follow established procedures for transmitting the completed form to the appropriate SUNY campus or designated office.
Maintain the form in accordance with applicable records retention and privacy requirements.
If applicable, provide the student with a copy of the completed authorization.
Important Reminder for Staff
A FERPA release form should only be used when student consent is required for the disclosure of educational records. Staff should not advise students regarding legal matters or eligibility determinations, but should ensure the student understands the purpose of the authorization, what information may be released, and who will receive it.