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SUNY Transfer Equivalency Platform
 

FERPA Release Form

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.

3.) Review the Records Being Requested

  • Confirm that the student understands the form authorizes the release of a Student Grade Report (transcript information).

4.) 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.

5.) Review the Authorization Language with the Student

  • 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 accept or upload incomplete, unsigned, or undated forms. Forms with incomplete or missing information cannot be accepted.

8.) Submit the Form as Part of the Transcript Request

  • Follow the established procedures for requesting transcripts via the SUNY Service and Report Center.
  • Maintain the form in accordance with any applicable records retention and privacy requirements for your unit or department.
  • If applicable, provide the student with a copy of the completed authorization, or insert a copy in the student file.

Important Reminder for Staff

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.