Policy Definitions

Student: any person who attends or has attended SUNY Cortland, for the time period in which they were a student. Persons who are not officially enrolled for a particular term but who have a continuing relationship as a student with the College are considered students.

Education Records: any record (in handwriting, print, tapes, film, electronic, or other medium) maintained by and entrusted to SUNY Cortland or an agent of SUNY Cortland, which is directly related to a student EXCEPT:

  1. Records which are in the sole possession of the maker, used only as a personal memory aid and which are not accessible to any other person except a substitute.
  2. University Police records created and maintained by University Police for law enforcement purposes.
  3. Medical or psychological records maintained for diagnosis and treatment.
  4. Employee records of student employees.
  5. Information relating to an applicant who does not attend SUNY Cortland and alumni records about an individual who is no longer at SUNY Cortland.


School Official: School officials include SUNY System Administration, and other SUNY colleges who have been determined to have legitimate educational interests (i.e., necessary to fulfill her/his professional responsibility). A school official is employed by the College 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 College has contracted), a person serving on the Board of Trustees, or a student serving on an official committee such as a disciplinary or grievance committee or assisting another school official in performing her/his tasks.

A school official has a legitimate educational interest if the official is performing a task related to the student's education, a task related to the discipline of the student, or providing a service or benefit relating to the student or the student's family such as health care, counseling, job placement, or financial aid.

Custodian of Record: An office or college official responsible for maintenance of records in furtherance of her/his duties.