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Office of the University Registrar
Knoles Hall, 1st Floor
Hours and Address:
8:30a - 5:00p M-F
Office of the Registrar
3601 Pacific Ave
Stockton, CA 95211

Faculty Guidelines

Only school officials whom the university has determined to have a legitimate educational interest can access personally identifiable information without a student's written authorization.

Faculty Access to Student Records

Faculty members are normally considered school officials. However, before a faculty member can access student records, the faculty member must demonstrate "a legitimate educational interest." Examples of legitimate interests include faculty advisors and faculty engaged in research. Faculty members do not have routine access to student academic records unless their regular job duties specifically require access.

Letters of Recommendation

Written permission of the student is required for a letter of recommendation if any information included in the recommendation is part of the "education record" (grades, GPA and other non-directory information).

Distribution of Grades

To comply with FERPA requirements, you may post grades only if the individual cannot be personally identified. For example, you can:

  1. Use a random number only known to the student and the faculty member.
  2. Send student grades via postal mail in a sealed envelope. Postcards are not permissible.
  3. Send student grades individually by email.

Any publically posted list should not be in alphabetical order and no student names can be attached to the list.

Other options include sending a letter to each student with his or her grade, making the student wait for their official grades to be posted, or segregating the grades so each student could access only his or her own grade.