Education Records
Each student has education records and all are protected under FERPA.
What are Education Records?
Under FERPA, education records are defined as records that are directly related to a student and are maintained by an education agency or institution or by a party acting for the agency or institution. The information may be recorded in any way, including, but not limited to, handwriting, print, computer media, videotape, audiotape, film, microfilm, microfiche and email.
Education records do not include:
- Records or notes in sole possession of the maker, used only as a personal memory aid and not revealed or accessible to any other person except a temporary substitute for the maker of the record (this might include notes an instructor makes while providing career/professional guidance to a student)
- Records made or maintained by physicians, psychiatrists, psychologists and other health professionals and paraprofessionals that are used only in connection with treatment of students
- Employment records when employment is not contingent on being a student, provided the record is used only in relation to the individual's employment
- Records created and maintained by a law enforcement unit of the institution used only for law enforcement purposes
- Post-attendance records, i.e., information about a person that was obtained when the person was no longer a student (alumni records) and does not relate to the person as a student
Types, Locations, and Custodians of Education Records
| Type | Location | Custodian |
|---|---|---|
| Academic records: Undergraduate and Graduate students |
Avila C | University Registrar |
| Academic records: Law students |
Law School Records Warren Hall 202 |
Law School Registrar |
| Financial aid records: Undergraduate and Graduate students |
Financial Aid Services Hughes Center 302 |
Director, Financial Aid Services |
| Financial aid records: Law students |
Law School Financial Aid Warren Hall 203 |
Director, Law School Admissions and Financial Aid |
| Financial records | Student Accounts Hughes Center 203 |
Student Financial Services |
| Academic integrity records | Dean's Office School or College |
Dean of School or College |
| Student conduct records | Student Affairs University Center 232 |
Vice President for Student Affairs |
| International student records | Office of International Services Saints Tekakwitha & Serra Hall 316 |
Director, International Services |