Student Records Release is the Colleague and SPA module that allows students to designate people who can speak with the university staff – aka FERPA release. This replaces the previous MS Form Request process.

Student Record Release

The University is restricted in providing information from student educational records such as grades, billing, financial aid, and disciplinary records with a third party unless an applicable exemption applies.
The University must have permission from students before releasing this information. If you wish to grant access to this information to a third party, you must indicate the name(s) and relationship(s) of the individual(s).
By granting access, you are giving the University permission to release this information. The consent submitted must specify what information is to be released.
Please be sure that the individuals you authorize know their PIN as they will be required to provide it when requesting information.

 

Student Access

1. Log into SPA
2. Click on the Student Records Release option in either location:
   • From the left-hand menu, under User Options
   • From the top right, under the username
3. Note: only students will have the feature displayed in SPA

To add access

1. Carefully read the FERPA release information at the top
2. To grant the university permission to communicate with an individual, select “Add Person/Relationship”
3. Enter the First Name and Last Name of the individual
4. Select a relationship from the drop-down
5. Enter a PIN
   • note the PIN assigned and provide it to the individual you are authorizing
     • they will be required to provide it when speaking with a university employee to discuss information
6. Enter a Start and End date if desired
   • this is not required, if left blank permission begins on the current day and is considered indefinite until authorization is revoked
7. Select the level of access for the individual(s) you are authorizing: 
   • Complete Access (all access will be authorized)
   • Select Access
     • Academic: (including but not limited to) grades, registration, academic standing and enrollment status 
     • Disciplinary Information: (including but not limited to) disciplinary processes
     • Student Account (Billing): (including but not limited to) account balances, charges, billing, and payment
8. Check the Disclosure Agreement box and click on the Submit button.
9. The information entered will now be displayed in the Active Relationship section of SPA

To update/remove access

1. To remove access for a particular individual
   • In the Active Relationship section, click the pencil or minus sign on the far right of the name of the person
   • Update access as desired
2. To remove access for all individuals
   • Check the box near "Deny access to All"