Cal Poly Parent Program

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ACCESSING STUDENT INFORMATION
Information contained in a student's University record is protected by a federal law called the Federal Educational Rights and Privacy Act (FERPA). For parents or other supporters of college students, this means that unlike high school, data contained in the student record is no longer accessible to anyone but the student.

For detailed information about FERPA and the official policies that govern the release of information at Cal Poly, visit the ACADEMIC RECORDS Web site.

With their transition to college and adulthood, Cal Poly students are encouraged and expected to be responsible for keeping track of university deadlines and administrative processes, and staying abreast of their academic progress. Since parents often play an important role during this transition, or when problems arise, the Parent Program has complied the following answers to commonly asked questions about the types of information that can be obtained from the University and how this information is released.

CAN PARENTS ACCESS STUDENT GRADES?
Because student information is protected by FERPA, Cal Poly is not permitted to disseminate grades or other information in the student's record to anyone but the student. Grades are posted the Wednesday after finals week on the CAL POLY PORTAL for students to view. Access requires the student's username and password. Parents interested in their student's academic progress are encouraged to discuss this matter directly with their student. Recalling when grades are posted can help you plan your discussion. To find out how other parents initiate this conversation, you can write other parents with your questions on our CONTACT A PARENT Web page.

HOW CAN I ACCESS MY STUDENT'S ACCOUNT BALANCE?
Students must complete a form called the AUTHORIZATION TO RELEASE STUDENT ACCOUNT INFORMATION in order for their account information to be shared with a designee. The form must be completed and signed by the student and turned in to the Student Accounts office in Bldg. 01, Room 211. Only person(s) designated by the student will be provided with account information. Grades and other personal information are not provided.

WHO CAN I CONTACT ABOUT A PROBLEM MY STUDENT IN HAVING IN THE RESIDENCE HALLS OR CERRO VISTA APARTMENTS?
The Coordinator for Student Development (CSD) for your student’s hall appreciates hearing from you and will follow-up on any concerns. The CSD will need a signed “Release of Information” form from your student to discuss their specific situation. Please encourage your student to contact his or her CSD about any concerns they have if they haven't already done so. Many problems can be resolved if they step forward.

If your student receives a judicial sanction, first speak directly to your student to get as much information as possible. The CSD or the Residential Life and Education Office can provide general information about the judicial process as it relates to students living in the residence halls. Again, a signed “Release of Information” form is required to discuss your student’s specific situation.

HOW CAN I GET INFORMATION ABOUT A SITUATION INVOLVING MY STUDENT THAT HAS BEEN REFERRED TO THE OFFICE OF STUDENT RIGHTS AND RESPONSIBILITIES?
Due to the FERPA, information concerning a student’s educational record is confidential. The Office of Student Rights and Responsibilities requires a signed “Release of Information” form from your student prior to speaking with you about a specific student disciplinary matter. This form is available at Bldg. 124 (Student Services), Room 127. Their phone number is (805) 756-2794.