Overview

The FERPA Authorizations form allows students to provide authorization to release information via an interactive Smart Form available in the Student Experience portal. All FERPA Authorization Smart Form responses are surfaced within Regent Award under the Parent/Spouse/Reference Information section in the Student Details tab.

FERPA Authorization Smart Form

Parent/Spouse/Reference Information

The most recent reference for each Contact Type listed on the Parent/Spouse/Reference Information section in the Student Details tab will display in the FERPA Authorization Smart Form to allow students to authorize the release of FERPA information for each individual. There are eight allowable Contact Types: Parent, Parent Spouse or Partner, Parent 1, Parent 2, Spouse, Reference 1, Reference 2, and Reference 3.

The 'Parent' and 'Parent Spouse or Partner' Contact Types auto-populate using ISIR data, if it exists, for Dependent students. These are the parental Contact Types that appear in the FERPA Authorization Smart Form. In the case that only one parent is listed on a Dependent student's ISIR, a second parent can be added manually using the 'Parent Spouse or Partner' Contact Type. The 'Parent 1' and 'Parent 2' Contact Types will not display in the Smart Form for Dependent students.

The 'Parent 1' and 'Parent 2' Contact Types must be used for Independent students. These fields do not auto-populate from ISIR data. The 'Parent' and 'Parent Spouse or Partner' Contact Types will not display in the Smart Form for Independent students.

The 'Spouse', 'Reference 1,' 'Reference 2,' and 'Reference 3' Contact Types will display in the Smart Form for all students regardless of their dependency status.

Document Requirement

The FERPA Authorization Smart Form is configured with the FERPA Authorizations Smart Form Type on the Document Setup → General tab. When a document is configured with this Smart Form Type and the document is added as a document requirement, the FERPA Smart Form will be accessible on the Documents component in the Student Experience portal. Smart Form documents can be configured to require an electronic signature but it is not required.

A new FERPA Authorization document requirement is needed any time Contact Types are changed or added to a student's account.

Smart Form Data Elements

Section

Field Type

Fields

Business Logic

Authorizations

Text

This field is a read-only field (no student response required).

Displays the configured question text from Regent Award configuration, 'FERPA Authorizations' located in Institution Setup on the Portal SmartForm sub-tab under the FERPA Authorizations Settings.

Default Text:

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records, including financial aid information. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. Schools must have written permission from the student prior to releasing any information pertaining to a student's financial information (see https://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html for additional information).

I give permission to <Institution Display Name> to release information related to my financial aid to the individual(s) authorized below.

If the 'Display Title IV Authorization Description' configuration enabled in REM, this question will be shown and required.

Radio Button

Options: Yes/No

The most recent reference for each Contact Type listed on the Parent/Spouse/Reference Information section in the Student Details tab will display in the FERPA Authorization Smart Form.

This question will default to the Regent Award value on an initial application and will prepopulate with the student's responses on subsequent applications.

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