Policies

FERPA Policy and Student Records

In accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA), students may inspect and challenge school educational records maintained in their name. Cleveland Institute of Art’s policy defines a student as any person who attends or has attended the Institute.  

Educational records are defined as any record in any media maintained by the Institute directly related to a student EXCEPT:

• personal records kept by a staff member not accessible to other persons
• records created and maintained by the Institute’s operations or security for law enforcement purposes
• employment records where employment is not contingent on the fact that the individual is a student
• records maintained by a physician, psychiatrist, psychologist, or other recognized professional used only for treatment of a student
• alumni records containing information after the student is no longer in attendance that does not relate to the person as a student

Students may inspect and review their educational records upon written request to the Registrar or appropriate records custodian. Arrangements for access will be made as promptly as possible, but no longer than 45 days from the receipt date of the request. No fee will be charged for photocopying a reasonable amount of records. 

The Institute has the right to refuse a student access to their records under the following circumstances:

• the student has an unpaid financial obligation to any Institute office or department
• the student owes overdue materials or equipment to the library, Institute office, or department
• there is an unresolved disciplinary action against the student
• the educational record requested is an exam or set of standardized test questions

The Institute reserves the right to release a student’s educational records without their written consent to school officials (as outlined in the detailed FERPA policy) who have a legitimate educational interest in the records, including the parents of an eligible student who is claimed as dependent for income tax purposes. At the discretion of the Institute, information regarding student abuse of alcohol or drugs not prescribed by a physician may be reported to the parents of students 21 years of age or younger. Information considered “directory” may be released to other members of the Institute community without the student’s prior written consent unless the student notifies the Institute in writing by the end of the fourth week of classes during the semester.

If you wish to release your information, you may complete an Authorization for Release of Student Information, available in the Registrar’s Office or on the Registrar's page at myCIA. 

Student's Rights under FERPA

FERPA Annual Notification

The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. (An "eligible student" under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution at any age.) These rights include:

1. The right to inspect and review the student's education records within 45 days after the day the Cleveland Institute of Art (CIA) receives a request for access. A student should submit to the registrar, dean, head of the academic department, a written request that identifies the record(s) the student wishes to inspect. The school 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 school 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 is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

A student who wishes to ask the school to amend a record should write the school official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.

If CIA decides not to amend the record as requested, a school official will notify the student in writing of the decision and the student’s 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.

1. The right to provide written consent before CIA discloses personally identifiable information (PII) from the student's education records, except to the extent that FERPA authorizes disclosure without consent.

CIA discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is typically includes a person employed by the CIA in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of the CIA who performs an institutional service of function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official typically has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the [School].

1. 4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the [School] 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

Directory Information

FERPA allows institutions to identify certain types information called 'directory information' that may be disclosed without student consent.

In accordance with the Federal Educational Rights and Privacy Act of 1974 (FERPA), as amended, a student’s education records are maintained as confidential and, except for a limited number of special circumstances listed in that law, will not be released to a third party without the student’s prior written consent. The law, however, does allow schools to release student “directory information” without obtaining the prior consent of the student.

Cleveland Institute of Art has designated the following information as directory information and will release this information upon request, unless the student has submitted request to restrict directory information to the Registrar’s Office.

• Student's name
• Address (local, permanent, cia.edu email)
• Phone number (permanent and cell)
• Class standing (first-year, sophomore, etc.)
• Enrollment Status (full-time, part-time, not enrolled)
• Major (Animation, Ceramics, etc.)
• Date(s) of Attendance
• Anticipated degree date
• Academic awards
• Degree awarded and date degree awarded from CIA
• Participation in officially recognized activities

Restricting Release of Directory Information

According to FERPA, a student can request that the institution not release any directory information about him/her. Institutions must comply with this request, once received, if the student is still enrolled.

At CIA, students who wish to restrict the release of all directory information about themselves must contact the Registrar’s Office (registrar@cia.edu or rm. 120) for the appropriate form.

Students who wish to restrict directory information should understand that their names will not appear in any university publications, with exception of the Commencement program at the appropriate time. Also, employers, scholarship committees and the like will be denied any of the student's directory information and will be informed that we have no information available about the student.