Policy on Student Grade Notification
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April 13, 2023
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POLICY ON STUDENT GRADE NOTIFICATION
Federal Requirements and University Policy
It is the policy of California State University, Fresno to protect the privacy of
students’ education records in compliance with federal law, the Family Educational
Rights and Privacy Act (FERPA). Student grades are education records as defined by
FERPA, and may not be disclosed to third parties without the student’s prior written
consent.
Disclosure may be made directly to an individual student, as long as the information
pertains to the individual alone. Other statistical information about the course (i.e.,
means, grade cutoffs, etc.) may be included as long as it does not identify individual
students.
FERPA prohibits the posting of student grades using names, university identification
numbers, or social security numbers. Absent student consent, the practice of posting
grades publicly is prohibited, even if student names are obscured, and even if only
a portion of the student ID number is used.
Acceptable Methods of Early Notification
Faculty members who wish to provide students with information about their grades during
the semester and/or also provide students with early notice of their assigned grades
before official grades are posted by the university may, but are not required to,
use any of the following FERPA compliant methods. These are, in order of preference:
1. Use secure electronic methods (e.g., Blackboard) which allows students to obtain
only their own information.
2. Require students who wish to be notified of their grades to provide a self-addressed
stamped envelope. The student is to write the course/section on the front of the envelope.
The instructor then records the student’s grade on the inside flap of the envelope,
seals it, and deposits it in the mail. Postcards should not be used.
3. E-Mail to a student’s university e-mail account. This procedure is appropriate
if the information sent to the student is only about that student’s grade and does
not contain information about any other individual student in the message. Other information
about the course (i.e., means, grade cutoffs, or other course statistics) may be included
as long as it does not identify an individual student.
4. The following method may be used only for classes with an enrollment of 25 students
or more:
• Post students’ grades using code words or randomly assigned numbers that are known
only to the faculty member and individual students, or
• Post students’ grades using the last five digits of students’ ID numbers (not the
SSN or any portion of the SSN).
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Obtain each student’s uncoerced consent to post their grade. Ensure that code words,
assigned numbers, or last five digits of student ID numbers appear in random order
when posting grades. Posting in alphabetical order according to student names may
allow others to deduce the identity of individual students, even when using code words
or randomly assigned numbers. In order for the consent to be valid, it must be signed,
dated, and identify the specific information to which the student consents. Faculty
members may provide students with the following form for this purpose, either on the
last page of the examination or in a separate form:
I, [name] ______________________, request that my final grade for
[specify the course] be posted at/on [specify the location, e.g., Professor
So-and-so’s door] using the last five digits of my student identification
number.
____________________________________________________
Signature Student ID # Date
Recommended by the Academic Senate Approved by the President
October 1994 11/94; December 14, 2004
April 10, 2023 April 13, 2023
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