Family Educational Rights & Privacy Act (FERPA)
Information Guidelines for Parents and Guardians of Students
at the University of Central Florida
University of Central Florida -- Registrar’s Office
1. What is it?
FERPA protects the privacy of student educational records. It gives students the right to review their educational records, the right to request amendment to records they believe to be inaccurate, and the right to limit disclosure from those records. The act applies to all students who attend institutions that receive federal funding. With certain exceptions, a student has rights of access to those educational records which are directly related to him/her and which are maintained by UCF.
2. Who is protected under FERPA?
All students who are currently enrolled at UCF, or who were formerly enrolled, are protected under FERPA regardless of their age or status in regard to parental dependency. Parents of students termed “dependent” for income tax purposes may have access to the student’s educational records (i.e. grades, class schedule, academic standing etc.) under certain conditions. Students who have applied but not attended UCF are not protected under FERPA.
3.
What are educational records?
“Educational Records” include any student records in the possession of a university employee which are shared with or accessible to another individual. FERPA contains no requirement that certain records be kept at all. This is a matter of UCF policy and State of Florida regulations. Records may be handwritten or in the form of print, magnetic tape, film, or some other medium. FERPA coverage includes files, documents, and data directly related to the student. This would include transcripts or other records obtained from a school or college in which a student was previously enrolled.
4.
Who is entitled to student information?
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The student.
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Any outside party who has the student’s prior written consent.
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School officials who have “legitimate educational interests” as defined in FERPA.
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Parents of a dependent student as defined by the Internal Revenue Service.
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A person or persons complying with a judicial order or subpoena which allows the institution to release records without the student’s consent; however, a “reasonable effort” must be made to notify the student before complying with the order.
5.
What kind of information can be released without prior written consent?
UCF may disclose information about a student without violating FERPA through what is known as “Directory Information.” This includes the student’s:
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Name
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Address
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Phone number
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Date of Birth
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Major
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Dates of Attendance
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Grade Level
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Enrollment Status (Grad/Under, Full/ Part-Time)
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Athletes’ Weight/Height
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Degrees/Honors/Awards Received
Students may choose to restrict access to their Directory Information. They should contact the Registrar’s Office for more information.
PARENTAL DEPENDENCE can be established by submitting the appropriate tax information to the Registrar’s Office. Contact the Registrar’s Office for more information. |
6.
What is “personally identifiable” information?
“Personally identifiable” information is anything that can be linked to a specific student’s identity. It includes, but is not limited to:
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Social Security Number
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Email Address
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Residency Status
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Gender
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Religious Preference
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Grades/GPA
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Race/Ethnicity
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Test Scores
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Academic Standing
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Personal Identification Number (PID)
7.
To whom may information be disclosed without the student’s consent:
The following exceptions allow the university to release student information without the student’s consent:
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The Student.
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School officials who have a legitimate educational interest (as defined in FERPA)
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Colleges/Universities in which a student seeks to enroll
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Federal, State, and local authorities involving an audit or evaluation of compliance with educational programs
PRIOR WRITTEN CONSENT must be granted each time the student’s records are to be accessed.
It MUST include:
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Record(s) to be released
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Purpose of the disclosure
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Party to whom disclosure may be made
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Signature of the student and date signed
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It is valid for current semester only |
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In connection with Financial Aid
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State and local authorities pursuant to a State law adopted before November 1974 requiring the disclosure
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Organizations conducting studies for or on behalf of educational institutions
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Accrediting organizations
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Parents of a dependent student
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Comply with a judicial order or subpoena
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Health or safety emergency
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Directory Information
Results of disciplinary hearing to an alleged victim of a crime or violence
Requests for disclosure are always handled with caution and are approached on a case-by-case basis.
8.
How does increasing technology impact FERPA at UCF?
The use of computerized record-keeping systems is increasing at a tremendous rate. UCF will ensure that appropriate policies are established to protect the confidentiality of those records, that faculty and administrators are educated about the policies, and that the policies are enforced. The same principles of confidentiality must be applied to electronic data as apply to paper documents.
FOR MORE INFORMATION
Guidelines recommended by the American Association of Collegiate Registrars and Admissions Officers in the AACRAO FERPA Guide.
These guidelines are not intended to be legal advice. Please refer to your own legal counsel for specific legal advice regarding FERPA.
Dr. Dennis J. Dulniak
Registrar’s Office, University of Central Florida
Millican Hall, Room 161
Orlando FL 32816-0114
Phone: (407) 823-3100
Fax: (407) 823-5652
Web: http://registrar.ucf.edu
Email: registrar@mail.ucf.edu
