Student Financial Records
REG 07.55.5
Student Accounts
Authority: Vice Chancellor for Finance and Business
History: First Issued: September 17, 2001.
Additional References: University Cashier's Website
Contact Info: University Cashier's Office Director (919-515-6010)
1. Purpose:
To provide guidelines for maintaining the privacy of student financial information
under control of the Cashier's Office.
2. General Guidelines:
2.1. It is the policy of the University Cashier's Office that students be afforded
the full legal rights provided them under FERPA.
2.2. UCO staff will treat student financial information with due care and will
not release such information to third parties unless authorized to do so.
2.3. The primary authority controlling this subject is the Family Educational
Rights and Privacy Act of 1974, 20 USC §1232g (as amended). This is also
known as FERPA, or the Buckley Amendment. The provisions of FERPA are further
defined by UNC Policy in the Administrative Policy Manual, Chapter XII,
Section J, and the NC State Administrative and Academic Regulations.
2.4. NC State Office of Legal Counsel has determined that student financial
records maintained by the UCO constitute student educational records as
defined by the Act, and are therefore subject to the provisions of the Act.
3. Disclosure of Student Financial Information
3.1. According to the regulations found in FERPA, the College will disclose
personally identifiable information contained in the student's educational
records only with the written consent of the student.
3.2. Consistent with regulations found in FERPA, a student's educational record
may be disclosed, even in the absence of the student's express written consent,
to College officials with legitimate educational interests: parents of students
who are "dependent" as defined by the Internal Revenue Code; to
court or law enforcement officials in compliance with a judicial order or
lawfully issued subpoena; to accrediting organizations; to appropriate parties
in a health or safety emergency; to officials conducting studies for the
College or for federal, state, and local educational authorities who audit
or regulate educational programs; to officials of another institution in
which a student seeks to enroll; and to College officials including faculty,
administrators, staff, trustees, members of the College's judicial bodies,
including students, who have "legitimate educational interests" in the educational record.
3.3. A College official has a legitimate educational interest if such official
needs to review an educational record in order to fulfill his or her professional
responsibility. Specifically a legitimate educational interest exists where
a College official is: performing a task specified in his or her position
at the College; performing a task related to the student's education; performing
a task related to the discipline of a student; performing a service or benefit
relating to the student or the student's family; or the official is maintaining
the safety and security of the campus.
3.4. Additionally, the College may disclose without a student's consent certain "directory information" such as student's name, photograph, parent's
name, address, telephone number, date and place of birth, major field of
study, dates of attendance, degrees and/or awards received, participation
in officially recognized activities, height and weight of members of athletic
teams, and most recent educational institution attended.
3.5. A student who objects to the disclosure of "directory information" must provide annual written notice to the Registrar within three weeks of
the first day of Fall semester classes not to disclose any or all of the
categories of directory information related to that student.
4. Consent to Release Records
4.1. UCO Staff will disclose personally identifiable student financial information
only to the student, those who the student has authorized to access the
information, university officials with legitimate educational interest,
or other parties as specifically provided by the Act.
4.2. The student must consent to disclosure in writing, by completing the form
at Attachment A. Once made, this consent will remain in effect until revoked
by the student.
5. Safeguarding Student Financial Information
5.1. UCO staff will use reasonable care to insure that information is released
only in accordance with the student's expressed consent.
5.2. General information regarding charges, fees, university policies and similar
information may be released without consent.
5.3. Information that is specific to an individual student, such a student's
specific charges, class selections, account balance, financial aid received,
payments made, refunds processed and similar details will only be released
pursuant to the student's written consent.
5.4. If a student has consented to release of financial information to certain
parties, UCO staff will use reasonable means to ascertain the identity of
those inquiring.
5.5. Telephone inquiries may be responded to if the party furnishes information
that reasonably identifies them (e.g. if they have specific information
already furnished by the student such as a copy of the student bill; specific
questions about a particular charge or payment; can identify the students
ID number or social security number, etc).
5.6. Individuals inquiring in person must present appropriate identification.
5.7. Inquiries made by accessing the student account information on the web
are deemed to have been authorized by the student since a personal access
code is required.
6. Questions
6.1. Questions concerning specific provisions of this Rule may be addressed
to the Director, UCO.
6.2. Questions or comments regarding interpretation of FERPA may be addressed
to the Director of the UCO. If additional clarification is needed, the NC
State Office of Legal Counsel may be consulted.
6.3. Complaints alleging violations of the provisions of FERPA may be addressed
to the Director of the UCO for resolution. In addition, the student has
the right to submit a written complaint with the Family Policy Compliance
Office, U.S. Department of Education.
