Please be aware that while students can create Proxies and submit FERPA Forms as soon as they gain access to CSS, they are not considered FERPA eligible until the first day of classes. Consequently, the FERPA restrictions on sharing student information do not take effect until that date. DigiPen staff will only share student information when absolutely necessary to fulfill their official duties.
Proxy
In Colleague Self Service, students may grant ‘proxy’ to an individual to access certain aspects of their student account. By adding a proxy, students waive all or some of their privacy rights under FERPA to the designated individual. Proxy access is set by the student and can allow universal access or restrict proxy access to certain information (such as billing information, financial aid information, or grades). The designated individual will be able to view, print and download information to which the student has granted them access. Proxy access also grants the designated individual the right to communicate with Financial Aid, Bursar, Student Success Advising, Faculty, and Registrar about ONLY the information to which the student has permitted proxy access. A separate, paper FERPA waiver is not required to release information to a proxy as long as the only information released aligns with the access the student has granted their proxy.
FERPA Release Form for Employment Reference
A Proxy in Colleague Self Service is not broad enough to cover any and all FERPA required permissions. To allow a faculty or staff member permission to support a student as a reference for a job or other university application (written or oral), a separate Student Reference Request/FERPA Release form must be completed and submitted. The Proxy module in CSS has a link to the form required for this.
Full FERPA Block
A Proxy in Colleague Self Service is not broad enough to cover a complete block of all Directory Information. Without a Full FERPA Block, the school may share basic directory information.
This includes
- Name
- Primary telephone number
- Institute email address (This is a DIT policy, whereas FERPA does not limit to institute emails only.)
- Major field of studies
- Dates of attendance
- Degrees and awards received
- Full-time or part-time enrollment status
- Number of credits for which a student is registered each semester.
- Educational institutions attended
While we will not share this information without good reason, you should be aware that it is allowed under the FERPA regulations. If you would like to create a Full FERPA Block, you may click on the link, found within the CSS Proxy module. However, you should know that this will remove your name from ALL publications, events, announcements, etc.