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Family Educational Rights and Privacy Act of 1974 (FERPA)

Family Educational Rights and Privacy Act of 1974 (FERPA)

Authority: 
Chief Diversity Officer
Date enacted or revised: 
n/a

Notification of Rights

FERPA affords students certain rights with respect to their education records. These rights include:

  1. The right to inspect and review the student's education records within 45 days of the day the University receives a request for access. (This right also applies to parents of dependent students, as defined in Section 152 of the Internal Revenue Code.) A student should submit to the registrar, dean, head of the academic department, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The University 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 University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

  2. The right to request the amendment of the student's education records that the student believes are inaccurate, misleading, or otherwise in violation of the student's privacy rights under FERPA. A student who wishes to ask the University to amend a record should write the University official responsible for the record, clearly identify the part of the record the student believes is inaccurate or misleading, and specify how and why it should be changed. If the University decides not to amend the record as requested, the University will notify the student in writing of the decision and the student's right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

  3. The right to provide written consent before the University discloses personally identifiable information from the student's education records, except to the extent that FERPA authorizes disclosure without consent. The University discloses education records without a student's prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted as its agent to provide a service instead of using University employees or officials (such as an attorney, auditor, or collection agent); a person serving on the governing or management board; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the University. Upon request, the University also discloses education records without consent to officials of another school in which a student seeks or intends to enroll.

  4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. The name and address of the office that administers FERPA is: Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington, DC 20202-5901

Directory Information

Under FERPA, only directory information may be released without a student's written consent, except to the extent that FERPA authorizes disclosure without con­sent. Directory information is defined as: a student's name, address, telephone number, and email address; date and place of birth; major field of study and classification; enrollment status (full-time or part-time; undergraduate or graduate); photograph; participation in officially recognized activities and sports; weight and height of members of athletic teams; dates of attendance, degrees, awards, and honors received; and previous educational institution most recently attended.

To prevent the release of directory information without written consent, a student may complete a Request to Prevent Disclosure of Directory Information form with the Records Manager in the Office of the Registrar. Requests to withhold information are in effect until the student provides written notification to the Office of the Registrar to rescind the request.

Each year a campus telephone directory is published. Students, faculty, and staff can withhold directory information from this publication by notifying the proper official. The telephone directory is a public document, and it is the only document that the University makes public containing the name, address, and telephone number of students.