When children are enrolled in elementary, middle, and high school, the Family Educational Rights and Privacy Act of 1974 (FERPA) gives a student and their parents the right to access and release the student's education records. This shared access meant that schools could provide information directly to parents whenever it was needed or desired. When a student enrolls at a college or university, these rights transfer exclusively to the student. So while parents naturally have an interest in their student's progress and may even be paying for their college education, they no longer have unrestricted access to their student's records like they did when the student was still in high school.
At GCSU, there are generally three ways that parents, guardians, sponsors, or other third parties may obtain information from a student's records. We encourage families to discuss these options together and decide which method works best for them.
- Obtain information directly from the student. Students have access to their student information through their MyGCSU portal, which provides online access to transcripts, schedules, grades, and degree audits. Financial aid records and student bills are also available through this portal. Some students print or email needed information from the portal to their parents. Some students and parents make appointments to login together at regular intervals (for example, when their student is home on semester breaks) to review their student's records.
- Access information through GCSU's Bobcat Family Experience portal. Students have the option to have certain information -- including midterm and final grades, grade point averages, holds, and basic financial aid and billing information -- automatically loaded to the Bobcat Family Experience portal for parents to access as needed. Students may also indicate that the University has permission to further discuss their information with the same individuals. Parents may initiate a request for access by creating an account on the Bobcat Family Experience portal, clicking on the graduation cap icon in the upper-right corner of the page, and entering their student's GCID and bobcats email address. The student will receive an email asking them to approve or deny the request. If approved, data will appear in the same location of the portal the next day and will refresh nightly.
- Request information from the Registrar's Office after the student has signed and submitted a Student Information Release Authorization (FERPA Waiver). This form serves the same purpose as the connection created through the Bobcat Family Experience portal, but information is not provided automatically. Students may submit this form in person at the Registrar's Office in Parks Hall 107 or by mail, email, or fax. If the University does not already have the student's signature on file, the student must provide a copy of a government-issued photo ID or other official identification containing their signature before this request can be processed. If the form is not submitted in person, the University also reserves the right to verify that the student submitted the authorization before processing the request.
We recognize that there may be other times when parents need additional information to help their student but do not have their student's permission to access their information. We encourage you to contact us when these situations arise. Often, we are able to share enough information about our policies, procedures, and resources to give you the tools you need to help your student. If additional information is still needed, we may be able to provide information about your student if you submit proof that they are your dependent as defined by the Internal Revenue Code of 1986, Section 152. We strongly recommend that parents first request the needed information from their student and use this method of obtaining information only in unusual or special situations. To make this request, contact the Registrar's Office for a copy of the Parental Affidavit for Student Information form, complete it, attach a copy of your most recent federal tax form, and return it by email, mail, or fax to the Registrar's Office. This documentation must be provided with each request for information. Students will be notified each time a Parental Affidavit for Student Information is received.
Additional Information
Questions about FERPA and the University's procedures for releasing student information may be directed to the Registrar's Office at 478-445-6286 or Legal Affairs at 478-445-2037.
The U.S. Department of Education is responsible for overseeing FERPA. See the Department's Web site for additional information.