Information for Parents
We understand that parents want to have a role in the education of their Hamilton student. We encourage communication between students and parents about the student’s academic program and life at Hamilton. However, we believe that students are ultimately responsible for their own academic program and success. It is important to remember that college students are learning to handle greater independence and responsibility. Allowing them to determine who receives their academic information is a part of their growth. Faculty and staff are available to assist students and will help them achieve their goals, but the student has final responsibility for understanding the policies and procedures.
Grades and Academic Progress
Grades and all other student education records are protected by FERPA (see below). In compliance with the law, this “non-directory” information requires the student’s written consent prior to its release by a school official to any source outside the College, including parents. Students check their final grades online and can give parents access to their semester grades through My Hamilton. Students may also print a copy of their grades. Grades are not sent to the student by mail.
Students may authorize Release of Academic Information to parents or others by completing and signing the Authorization Form, and submitting it in person to the Registrar’s Office. The Registrar’s Office and the Dean of Students’ staff may discuss the student’s record when appropriate.
Family Educational Rights and Privacy Act
The Family Educational Rights and Privacy Act of 1974 (commonly referred to as “FERPA”) is designed to protect the confidentiality of the records that educational institutions maintain on their students and to give students access to their records to assure the accuracy of the content. The act affords students certain rights with respect to their education records.
Generally speaking, these rights include the right for students to inspect and review their education records, the right to request amendment of their education records if they believe the records are inaccurate or misleading, and the right to consent to disclosures of personally identifiable information in their education records.
Information that may be disclosed is called Directory Information and includes the following: a student’s name, home and campus address, e-mail address, telephone listing, parents’ names and address(es), date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, photograph, and the most recent previous educational agency or institution attended. This information is generally disclosed only for College purposes, such as news releases and athletic programs, and not to outside vendors.
Examples of information which are NOT directory information and which are thus not releasable without advanced student permission include the student's schedule, grades, grade-point averages, race or ethnic group, and religion.
Currently enrolled students may withhold disclosure of directory information. To withhold disclosure, written notification must be received on an annual basis. Directory information will then be withheld until the student releases the hold on disclosure or until the end of the current academic year, whichever comes first. Students should use caution when requesting that information be withheld. Employers and lenders will contact the College to verify a student as enrolled, and if directory information has been withheld, we will NOT be able to verify a student's enrollment.
Proof of Enrollment
Parents often need proof of their child's enrollment for insurance or other purposes.
Hamilton College has authorized the National Student Clearinghouse to act as our agent for all verifications of student enrollment. If you would like to get an enrollment verification for your son or daughter, you can access the clearinghouse directly. There will be a charge, payable by credit card, for this service. If you would like to take advantage of the free enrollment verification service, please ask your student to access the site by logging in to My Hamilton.
All requests for information about student current or past attendance should be addressed to the clearinghouse. Please visit the clearinghouse website or contact them by phone at 703-742-4200, by fax at 703-742-4239 or firstname.lastname@example.org. You can get verifications from the clearinghouse, 24 hours a day - 7 days a week.
Obtaining Student Enrollment Verification Certificate
- Visit the clearinghouse website
- Click the Students tab
- Click on Enrollment Verify, then click Credit Card Purchase. There is a $2.50 fee per certificate, which you can charge to your Visa, MasterCard or American Express Credit Card.
- Print your Enrollment Verification Certificate.
This certificate can be presented to health insurance agencies, housing authorities, consumer product companies, banks, etc. when asked to provide official evidence of enrollment at Hamilton.
Please report any problems with enrollment information to the Office of the Registrar.
If information relating to grades or GPA is also required, the student MUST request the Enrollment Verification in writing.