Office of the RegistrarOffice of the RegistrarDepartment of Enrollment ManagementUniversity of Cincinnati

Office of the Registrar

Important Facts Parents Need to Know About Records Privacy and Records Release at UC

  • UC’s record release policies are governed by federal government regulations collectively known as the “Family Educational Rights and Privacy Act of 1974, as Amended” (FERPA) and by State of Ohio law.

    University of Cincinnati CANNOT waive FERPA or State regulations for ANY reason.


  • Under FERPA, Record Privacy rights transfer from the parents to the student once the student reaches 18 years of age or once he/she enrolls in an institution of higher learning.  In either scenario, FERPA then regards the parents as “3rd parties.”
    Record release to all 3rd parties requires the student’s prior written and signed consent.


  • Parents may obtain student end-of-term grades and GPA information, ONLY IF:

    they can provide the Registrar’s Office with a copy of their most recently submitted federal tax return documents establishing the student as their financial dependent (family income amounts may be obscured);  or

    the student provides the Registrar’s Office with his or her written, signed and dated consent (the student can rescind this authorization in writing at any time).

    Students should contact the Registrar’s Office for details.


  • Record release to parents (and to all 3rd parties) occurs at the University’s discretion, even if the parents provide the qualifying tax return or the student’s written consent.  The University reserves the right to deny requests for any and all student information to all 3rd parties, including parents.


  • UC may provide properly authorized parents seeking grade information with “end of term” grades and grade point averages ONLY.  UC WILL NOT release attendance records, assignment scores or test scores.


  • The student’s written consent or the parents’ tax return may allow record release ONLY.  These documents do not constitute “Power of Attorney” and so these DO NOT authorize the parents to take action in the student’s name or on his/her behalf.


  • All 3rd party requests to UC for student records must be submitted in writing directly to the Registrar’s Office. In ALL cases, 3rd parties (including parents) attempting contact with administrative offices, college offices, or the faculty will be referred to the Registrar’s Office.

    The Registrar's Office will assess both the parents' written request and the submitted authorizing documents and will provide a response.  The Reigstrar's Office will contact other administrative and/or college offices for the information, as required.  Parents should not expect a same day response from the Registrar's office to their information requests.


  • UC DOES NOT provide regular or automatic per-term information releases (e.g., final grades) to any 3rd party (including parents).  Parents authorized for release by either the student’s written consent or by their own tax return MUST submit a written request to the Registrar’s Office on each occasion.


  • FERPA permits UC to release the student’s “Directory Information” to anyone upon request without the student’s prior consent or notification.  “Directory Information” at UC is: name; student identifier (non-Social Security Number), current mailing address, current telephone number, e-mail address (BOL), college, class, major, dates of attendance, enrollment status (full/ part-time), degrees/honors/awards received (including dates received).


  • Students may request that UC not release his or her “Directory Information” by submitting a form to the Registrar’s Office.  Students should contact the Registrar’s Office for details.

You can learn more about the “Family Educational Rights and Privacy Act of 1974, as Amended” (FERPA) from the Registrar’s Office or from the U.S. Department of Education's Family Policy Compliance Office.


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