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University of Colorado Denver | Anschutz Medical Campus

Univeristy of Colorado Denver :: Office of the Registrar
 

Student Privacy

Protecting your privacy through policy


Photo of Anschutz Medical Campus

At the University of Colorado Denver, we are committed to ensuring that our students are well-informed of their privacy rights.

 

Purpose of FERPA

FERPA deals specifically with the education records of students, affording them certain rights with respect to those records. For purposes of definition, education records are those records which are:

  1. Directly related to a student and
  2. Maintained by an institution or a party acting for the institution.

FERPA gives students who reach the age of 18 or who attend a post secondary institution the right to inspect and review their own education records. Furthermore, the right to request amendment of records and to have some control over the disclosure of personally identifiable information from these records, shift from the parent to the students at this time.
FERPA applies to the education records of persons who are or have been in attendance in post secondary institutions, including students in cooperative and correspondence study programs, video conference, satellite, internet or other electronic forms. FERPA does not apply to records of applicants for admission who are denied acceptance or, if accepted, do not attend an institution.

Notice of Student Rights Under the Family Educational and Privacy Rights Act of 1974 (FERPA)

As a student at the University of Colorado Denver (CU Denver), you have certain rights concerning your education records under the Family Educational Rights and Privacy Act (FERPA). These rights include:

  1. The right to inspect and review the student's education records within 45 days of the day that the university receives a request for access. Students should submit to the registrar, dean, head of the academic department or other appropriate official, written requests that identify the record(s) they wish to inspect. The university official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the university official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
  2. The right to request the amendment of the student's education records that the student believes are inaccurate or misleading. Students may ask the university to amend a record that they believe is inaccurate or misleading. They should write the university official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the university decides not to amend the record as requested by the student, the university will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
  3. The right to consent to disclosure of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the university in an administrative, supervisory, academic or research or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the university has contracted (such as an attorney, auditor or collection agent); a person serving on the Board of Regents; or a student serving on an official committee, or assisting another school official in interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request, the university discloses education records without consent to officials of another school, in which a student seeks or intends to enroll.
  4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University of Colorado Denver to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5920

FERPA generally requires the University to obtain your consent prior to disclosing your education records or personally identifiable information contained in your records. One exception, which permits disclosure without your consent, is information about you that the University has designated as “directory information.” The following items are designated "directory information" and may be released at the discretion of the University of Colorado unless a student files a request to prevent their disclosure: 

  • name
  • address, telephone number, and e-mail address
  • dates of attendance
  • registration status
  • class (i.e. freshman, sophomore, junior, senior)
  • major
  • awards
  • honors
  • degrees conferred
  • photos

Although these items are designated by UC Denver as directory information, only a limited amount of this information is routinely disclosed by UC Denver officials and the University retains the discretion to refuse to disclose directory information if it believes such disclosure would be an infringement of your privacy rights.

Forms to prevent disclosure of directory information can be obtained at the Student Service Center in the North Classroom Building, room 1003, or via the Registrar’s website at www.ucdenver.edu/registrar. Questions regarding your rights under FERPA should be directed to the Registrar's Office:

Denver Campus:
Phone: 303.315.2600
Fax: 303.315.2550
Email: registrar@ucdenver.edu
The Anschutz Medical Campus:
Phone: 303.724.8059
Fax: 303.724.8060
Email: student.services@ucdenver.edu
Definition - Education Record

Those records directly related to a student and maintained by the institution or by a party acting for the institution are considered education records. The term "education records" does not include the following:

  1. Records of instructional, supervisory, administrative, and certain educational information that is in the sole possession of the maker thereof, and are not accessible or revealed to any other individual except a substitute who performs on a temporary basis (as defined in the institutional personnel policy) the duties of the individual who made the records.
  2. Records maintained by a law enforcement unit of the educational agency or institution that were created by that law enforcement unit for the purpose of law enforcement.
  3. Records relating to individuals who are employed by the institution, which are made and maintained in the normal course of business, relate exclusively to individuals in their capacity as employees, and are not available for use for any other purpose. Records of individuals who are employed as a result of their status as students (for example, work study students) are education records.
  4. Records relating to a student which are:
    • Created or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional, acting in his/her professional capacity or assisting in a paraprofessional capacity or assisting in a paraprofessional capacity.
    • Used solely in connection with the provision of treatment to the student.
    • Not disclosed to anyone other than individuals providing such treatment.
Definition of Legitimate Educational Interest

This means the demonstrated need to know by those officials of an institution who act in the student's educational interest, including faculty, administration, student employees, clerical and professional employees, and other persons who manage student records information.

Any school official who needs information about a student in the course of performing instructional, supervisory, advisory, or administrative duties for the University of Colorado Denver has a legitimate educational interest.

This includes contractors, consultants, volunteers and other outside providers used by the University of Colorado Denver, such as the University of Colorado Foundation and the National Student Clearinghouse.

Directory Information
Nondisclosure of Directory Information
Exceptions to Student Consent for Release of Educational Records
Release of Disciplinary Information
FERPA - Concerns for Student Behavior, Health and Safety
Requests for Access to and Amendment of Education Records
Parental Access to Children's Education Records
Posting of Grades by Faculty
Students' Rights After Ceasing Attendance or Graduating
References for Students by Faculty
Written Consent
Disposal of Student Educational Records
Policy Reference Links

HIPAA

Health Insurance Portability and Accountability Act

A new law, known as HIPAA (the Health Insurance Portability and Accountability Act of 1996), requires that we establish new policies and procedures to ensure patient confidentiality and the security of patient information.  Preparing for HIPAA will benefit both you as individual employees as well as the institution's compliance with federal regulations.  There are nine parts to HIPAA.  Our immediate compliance will focus on the Privacy and Security Rules.  

The HIPAA Privacy Rule regulates the use and disbursement of individually identifiable health information and gives individuals the right to determine and restrict access to their health information.  Compliance with HIPAA’s privacy regulations became required on April 14, 2003.  There are substantial penalties, both civil and criminal, for non-compliance. 

The HIPAA Security Rule requires that reasonable and appropriate technical, physical and administrative safeguards be taken with electronic individually identifiable health information.  Specifically, we must ensure the confidentiality, integrity and availability of all electronic protected health information we create, receive, maintain or transmit. Compliance with the security rule became required on April 21, 2005.

A helpful summary of this act can be found at http://aspe.hhs.gov/admnsimp and at http://www.cms.gov/hipaa by clicking on the “HIPAA Administrative Simplification” link.  The texts of the Privacy and Security Rules may be found at http://www.hhs.gov/ocr/hipaa/.

HIPAA will impact the Anschutz Medical Campus in various ways.  Patient records (including shadow records), human subjects research records and marketing demographics that contain health information are a few examples of the ways in which we will fall under HIPAA’s regulation.  Responsibility for HIPAA compliance is being coordinated by the Office of Regulatory Compliance under the direction of Assistant Vice Chancellor of Regulatory Compliance Angela R. Charboneau Wishon.

For additional information or assistance, please contact the HIPAA Compliance Office at 303.724.4722 or at HIPAA@ucdenver.edu.

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Office of the Registrar

Denver Campus: Phone: 303.315.2600 • Fax: 303.315.2550 • Email: registrar@ucdenver.edu

The Anschutz Medical Campus: Phone: 303.724.8059 • Fax: 303.724.8060 • Email: student.services@ucdenver.edu

University of Colorado Denver

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