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Authorizing a Third Party to Access Your Student Information

Last updated on Jul 28, 2023

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records. For details about CCA's FERPA policy, please review Family Educational Rights and Privacy Act.

Students who wish to grant a third party (e.g., parent, guardian, spouse, sponsor, other third party) access to review their academic and/or financial records or authorize CCA staff to release information about them to a third party should review and submit the appropriate FERPA Release Authorizations. Complete a separate request for each third party you want to grant access to your information. Each third party will retain access until you revoke it.

FERPA Release Authorizations only enable departments to share information that they manage. Please review the processes to release the following information:

Frequently Asked Questions:

PLEASE NOTE: The various FERPA Release Authorizations override all Portal directory and FERPA directory information opt-outs you have submitted or may submit. Even if you opt out of directory information, you must also follow the steps to revoke access/releases for all third parties and authorized users.

Academic and Financial Third-Party Access

To let a third party view information in Workday and/or receive information from Academic Advising, Student Records, and Financial Aid about your grades, registration, and/or financial aid package, Set Permissions for a Third Party to Access Your Student Information.

How does it work?

When a student grants access to a third party for the first time, the third party will be invited to create a CCA Single Sign-On account. The third party will then use that account to log in to Workday.

  • The third party will only be able to view information for which the student has granted them access.
  • Third-party access can be changed or removed at any time by the student.


Please contact Ask Student Services:

Student Accounts Third-Party Access

To let a third party view your bill and make payments in Touchnet and/or receive information from Student Accounts, Add an Authorized User to Make Payments on Your Account.

How does it work?

All billing/payment information will be sent to the student directly via CCA email. Authorizing a third-party user in Touchnet enables them to log in to view bills, enroll in a payment plan, and make payments on their student's behalf.

  • Adding a third party does not mean that Student Accounts will contact them if there is an unresolved issue with the student's account.
  • Adding a third party does not confer access to the student's payment methods, academic records, or other personal information in Workday (see Academic and Financial Third-Party Access).


Please contact Ask Student Services:

Student Affairs Third-Party Access

To let a third party receive information from the Division of Student Affairs, search Create Request in Workday, and select Student Affairs FERPA Release Authorization.

Student Affairs FERPA Release Authorization options:

  • Career & Employer Engagement
  • Disability Services (Office of the Dean of Students)
  • Housing, Dining, and Residential Education (includes Capstone staff) (Campus Life)
  • International Student Services
  • Student Belonging & Inclusion
  • Student Life (Campus Life)
  • Office of the Dean of Students
  • Office of the Vice President (includes Student Insurance Services)

How does it work?

Authorizing a release of student affairs information enables staff to discuss and share information with the third party.


Please contact the Office of the Vice President for Student Affairs:

PLEASE NOTE: Counseling and Psychological Services (CAPS) uses a separate process to authorize the release of information. Information about confidential Counseling and Psychological Services (CAPS) is available on their Portal pages. Please leave a message at 415.551.9267 to discuss a formal records request.

Can any information be shared without a FERPA waiver?

CCA can share directory information without your consent. CCA’s FERPA page provides examples of circumstances in which non-directory information can be shared without your approval, such as in response to a subpoena.

In case of a student emergency or missing student, staff from the Office of the Vice President for Student Affairs, the Office of the Dean of Students, or their designees are empowered by the Department of Education to share your information without your consent.

Update Personal/Home and Emergency Contact Information via Workday to indicate your preferred Emergency Contacts. The lack of student-designated Emergency Contacts does not reduce our obligation to reach out to next of kin and others in case of emergency.

How do I revoke third-party access?

Your authorization to release information and/or provide access has no expiration, but you can revoke authorization at any time.

  • Academic Advising / Student Records / Financial Aid FERPA Release Authorization provides access to Workday, which uses preferred name. When contacted, staff will usually refer to a student by their preferred name.
  • Student Accounts FERPA Release Authorization provides access to billing information in TouchNet, which uses legal name.
  • Student Affairs FERPA Release Authorization allows you to specify which name and pronouns you would like student affairs staff to use when sharing information about you.