Supporting Your Student
The SUNY Cortland Registrar’s Office fully understands that parents and guardians are concerned about the well-being and success of their student while they attend SUNY Cortland. Parents are a critical form of support and guidance for students. We fully appreciate and recognize that parents wish to be involved and be apprised of their student's progress.
The Registrar and other campus offices are charged with protecting the privacy and integrity of student records and student identities. Like you, we are concerned with the safety and security of your student, and we strive to safeguard their records and their privacy by maintaining consistent and enforceable policies focused on data protection.
We are mandated to comply with Federal and State laws that require us to protect and secure student records in particular ways. One of the principal laws governing access to records is the Federal Family Educational Rights and Privacy Act (FERPA), often referred to as the Buckley Amendment.
About This Document
This document describes the policies governing data managed by the Registrar's Office at SUNY Cortland. Student Accounts or Financial Aid must address questions about access to financial information. Questions about access to disciplinary records can be addressed by the Student Conduct Office (Judicial Affairs). This document is only a plain language explanation of FERPA policies as they relate to records managed by the Registrar. Please review the SUNY Cortland policy on the FERPA pages for complete policy and legal information. This document does not replace, modify or override any college policy.
FERPA Laws and Policies
According to our campus policies, and in accord with Federal and State law, parents of students at SUNY Cortland do not have automatic access to student records. Once a student reaches 18 years of age or attends a post-secondary institution, he or she becomes an "eligible student" under Federal law, and all access rights formerly given to parents under FERPA transfer to the student. Information may only be shared with parents with the student’s consent, in a health or safety emergency, or pursuant to another FERPA exception as identified by law.
According to FERPA, students are viewed as responsible adults who legally decide who can have lawful access to their student records. Additionally, Universities and Colleges are strictly regulated in the sharing of student information and cannot provide protected information about students to any party, including parents, without explicit written consent from the student or pursuant to a FERPA exception.
Students Must Provide Consent
Consent must be granted to SUNY Cortland in writing if a student wishes to provide access to student academic information to a particular party (e.g. parent, legal guardian).
- Students must complete the Consent for Access form located in the Registrar's Office.
- Consent forms will be accepted beginning the first week of classes.
- Students may grant access beginning with the first week of classes or revoke consent at any time.
The Registrar's policy does not exclude parents who may be financing a student’s education. Regardless of a student’s tax or financial status, the policy does not provide parents an automatic right of access to student information, except where permitted by a FERPA exception/requirement.
Questions about access to information related to student financial records should be directed to SUNY Cortland’s Student Accounts or Financial Aid offices.
Accessing Information Online
There is no recognized mechanism for students to grant parents or guardians access to myRedDragon academic records at this time. The Registrar’s Office cannot share additional information with you about student records without explicit consent from the student. Additionally, being an established Authorized Payer of a student bill does not grant access to academic records under the FERPA policies.
Important Additional Information
Because we are limited in what we can share with parents and other parties - even with consent - speaking directly with your adult student about their success is always advisable.
- SUNY Cortland does not release confidential or sensitive information to third parties over the phone or fax. Enrollment verification forms or requests requested by the student, may be faxed if a secure fax mechanism is provided.
- SUNY Cortland does not provide copies of student grades. Your student may access them via MyRedDragon or request an official transcript and provide them to you. SUNY Cortland does not publish or provide students with a by-term grading educational record other than an official transcript or myRedDragon grade reports.
- SUNY Cortland may deny copies of records if the student has administrative holds, has any accrued debts owed to the College, or has outstanding obligations owed to the College or the State University of New York in accord with New York law.
- In the interest of protecting student privacy, enforcing security policies, and complying with federal and state reporting/record-keeping requirements; students and other parties are required to make FERPA requests or disclosure allowances in writing with a signature provided.
- Court orders, legal requests and subpoenas may be delivered to our office using certified mail or in person. Faxed requests and email requests generally do not satisfy legal requirements. Because SUNY Cortland must refer matters to SUNY legal counsel, requests should be made at least 5 business days in advance of a deadline. Delivery, copying and preparation charges may apply as allowed by state law.
- A student may revoke access to records at any time for any party. At this point, your access to records will cease, unless you are granted access via FERPA exception, rule or requirement.
Additional Online Resources
For additional information about FERPA, state law and campus policy, please view these online resources: