Navigating the Colorado State University Directory: Information, Privacy, and Access

Colorado State University (CSU) provides a directory of students, faculty, and staff as a tool to facilitate communication within the campus community. This article explores the directory, the information it contains, how to manage your privacy within it, and the regulations governing student record privacy at CSU.

Understanding the CSU Directory

The CSU directory is a system widely used by students and staff to connect with each other. It has evolved from a printed phone book to an online directory accessible since the 1990s, with the current format in place since 2007. The online tool lists CSU students, faculty and staff. The system is designed to return a limited number of records for common names.

Searching the Directory

The CSU directory offers several ways to search for individuals:

Nicknames: Use a nickname in place of the first name.
Partial Names: Type the first portion of a name if you're unsure of the spelling.
Last Name Only: Searching by last name alone is effective, especially for less common names.
Middle Names: Middle names and initials are not required for searches.

Information Displayed

The directory typically displays "directory information," which CSU considers public. Students have the option to limit the publication of their personal information in campus directories. Also, students, faculty, and staff of Colorado State University may choose to display their pronouns in this online directory, similar to options available in platforms like Microsoft Teams.

FERPA and Student Privacy

CSU takes student privacy concerns seriously and complies with the federal Family Educational Rights and Privacy Act (FERPA). FERPA (§ 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to students who are currently enrolled or were formerly enrolled, regardless of their age or dependency status. A student is covered under FERPA starting on the first day of classes of their first term of enrollment.

Education Records Defined

With certain exceptions, an education record is any record that (1) contains information that is personally identifiable to a student and (2) is maintained by the university. All enrolled and former students may access their education records maintained by CSU.

Student Rights Under FERPA

FERPA grants students several rights regarding their education records:

Right to Inspect and Review: Students have the right to inspect and review their education records maintained by CSU. Written requests identifying the record(s) to be inspected should be submitted to the Office of the Registrar, or, in the case of current graduate students, to the Graduate School. The CSU official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the CSU official to whom the request was submitted, that official will advise the student of the correct official to whom the request should be addressed.
Right to Amend: Students may ask CSU to amend a record that they believe is inaccurate or misleading. If CSU decides not to amend the record as requested by the student, CSU will notify the student of the decision and advise the student of their right to a hearing regarding the request for amendment.
Right to Control Disclosure: Students have the right to control the disclosure of their education records, with certain exceptions.

Directory Information and Opting Out

Student directory information at Colorado State is considered public and may appear in campus directories unless students opt out. CSU makes regular efforts every year, including providing information at orientation, to inform students about their options to limit directory information.

To limit the publication of their information, students can take the following steps:

Log in to RAMweb, the secure online student portal.
Adjust directory preferences to choose what information is displayed.
To request complete confidentiality, complete the Confidentiality of Directory Information Form. This form can also be used to remove the full confidentiality of their directory information.

Once a student takes any of these steps, the central database system where directory data is stored will be updated universally: the changes will take effect in any CSU web sites that make use of this data, including the CSU online phonebook, any college or department listings that those units may have, plus the mobile CSU web sites and the "CSU Mobile" android/iPhone app.

Confidentiality Notation

When a student officially requests that directory information be withheld, there will be a notation in Self-Service Banner that says “CONFIDENTIAL”. When the “CONFIDENTIAL” notation is present, you cannot release ANY information on that student to a third party.

Employee Information

Note also that employees of Colorado State University - including student employees - cannot opt out of having their employment information published in the directory. Faculty and Staff must update titles, office locations, and phone numbers through their human resource representative.

Disclosure Without Consent

Education Records are NEVER to be released to a third party without the student's signed, written consent. The Registrar’s Office receives and processes all third party requests. There are specific instances in which education records may be disclosed without student consent, as authorized by FERPA regulations. These include disclosures to:

School Officials: Defined as individuals employed by CSU in various capacities (administrative, academic, support staff, etc.), individuals or companies contracted by CSU, members of the governing board, or students serving on official committees or in volunteer roles. These officials must have legitimate educational interests, meaning they need to review education records to fulfill their responsibilities to CSU.
Parents: In cases where the parent claims the student as a dependent on their federal income tax.
Scholarship and Financial Aid Organizations: Organizations providing financial support to the student.
Organizations Conducting Studies: Entities conducting studies for educational agencies or institutions for purposes such as developing or administering tests or improving instruction.
Accrediting Organizations: Organizations carrying out accrediting functions of programs offered by CSU.
Appropriate Persons in an Emergency: Disclosure may be made in emergency situations.
Parties Designated by Judicial Order or Subpoena: Disclosure may be required by judicial order or subpoena, with the exception that CSU typically notifies the student first, unless the order or subpoena is for law enforcement purposes.

FAMweb: Authorizing Access for Others

Students can authorize the release of their education records through FAMweb, a secure online portal that provides limited access to a student’s education records to families and trusted individuals designated by the student. In RAMweb, the secure online student portal, the student sets permissions to allow others to use FAMweb to access certain categories of education records that are frequently requested for release. Students can also provide access to FAMweb so support givers can log in to see information the student has chosen to provide. If the information needed is not available through FAMweb, support givers should ask their student to provide the Student Permission to Release Academic Records Form.

Addressing Data Inaccuracies

Chances are if data is missing from your results, or is incorrect, taking the steps outlined in the above section will correct the problem.

Read also: The history of Colorado Mesa

Reporting FERPA Violations

Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by CSU to comply with the requirements of FERPA. Department of Education, 400 Maryland Ave.

Additional Information

The University's general phone number is (970) 491-1111, and is staffed during business hours.

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