FERPA Explained
An academic record is any record directly related to a student that is maintained by an educational agency or institution, or by a party acting for the agency or institution.
Academic records include, but are not limited to:
- Biographical information including date and place of birth, gender, nationality, information about race and ethnicity, and identification photographs.
- Grades, test scores, evaluations, courses taken, academic specialization and activities, and official communications regarding your status
- Coursework including papers and exams, class schedules, as well as written email or recorded communications that are part of the academic process
- Disciplinary records
- Financial aid and financial aid records
- Internship program records
Academic records do not include, but are not limited to:
- Sole possession records that are used only as memory aids and not shared with others
- Law enforcement unit records
- Employment records, unless the employment is dependent on the employee’s status as a student (such as evaluations of graduate assistants)
- Medical records
- Records that only contain information about an individual after he or she is no longer a student at that agency or institution
What is Directory Information?
Directory information is the information available about a student that is not considered harmful or an invasion of privacy if disclosed. While FERPA and state law protect the privacy of educational records, directory information is not treated as confidential and may be disclosed by the university without student consent unless the student requests a privacy hold. At Elizabethtown College, the following has been designated as directory information:
- Student name
- Local/permanent addresses and email address
- Telephone number(s)
- Class and college
- Major
- Enrollment status (e.g., undergraduate or graduate level; full time or part time)
- Dates of attendance at UF
- Degrees and awards
- Most recent previous educational institution attended
- Weight and height of university athletes
What is Nondirectory Information?
Nondirectory information refers to information that generally cannot be released without the student's consent. This includes:
- Birth date
- Religion
- Citizenship
- Disciplinary status
- Ethnicity
- Gender
- GPA (grade point average)
- Marital status
- Etown ID or social security number
- Grades/exam scores
- Standardized test scores
Important Points for Students to Remember:
- Educational records are considered confidential and may not be released without the written consent of the student
- There are limited exceptions when a student's consent may not be required to disclose information, including federal state and local authorities involving an audit or evaluation of compliance with educational programs or to an accrediting organizations
- Some information is considered public (directory) information and may be released without the student's written permission. However, a student may also decide to restrict directory information by visiting the Registrar's Office to submit a signed request
Important Points for Faculty to Remember:
To avoid violations of FERPA, 'DO NOT...':
- at any time use the identification number of a student in a public posting of grades
- ever link the name of a student with the social security number or identification number in any public manner
- leave graded papers in a stack for students to pick up by sorting through the papers of all students
- circulate a printed class list with student names and identification numbers as an attendance roster
- discuss the progress of any student with anyone other than the student (including parents) without the consent of the student
- provide anyone with lists of students enrolled in your classes
- provide anyone with student schedules or assist anyone in finding a student on campus – instead refer emergency requests to the Dean of Student's Office.
