FERPA: Glossary of Terms
Disclosure: To permit access to, release, transfer or allow any other type of communication of personally identifiable information contained in education records to any party by any means; including oral, written or electronic communication.
Education Records: All records which contain information directly related to a student; and are maintained by an educational agency or institution or by a party acting for the agency or institution.
Education Records IncludeEducation Records Do Not Include
Sole possession (desk drawer) records
Peer graded papers
Online forums (D2L chats)
Class list on your desktop
Law enforcement unit records
Student's current class schedule
Employment records (unless employment is based on student status)
Computer screen displaying student information
Database containing uniquely identifiable student record data (SaS Web Studio)
Email containing information about a student
Note: This is not an exhaustive list. When in doubt, contact the Office of the Registrar.
Educational Agency: An entity that administers a school or schools to which it is directly linked.
Educational Institution: A school or other entity that provides educational services and is attended by students.
Eligible Student: A student who has attained the age of 18 or has attended an institution of higher education
Legitimate Educational Interest: School officials are granted access to student information only for “legitimate educational interest” -- completion of job responsibilities. Access for any other reason requires a student’s written consent.
Record: Information maintained in any way—including, but not limited to: Audio Tape, Computer Media, Film, Handwriting, Microfilm, Microfiche, Print, Video Tape
Sole Possession Record: Records which are created and maintained by the person generating education records (not in conjunction with the student). These are essentially personal notes or "memory joggers."
School Official: Defined from institution to institution in its annual notification, a school official may be:
- an employee of a college (administrative, supervisory, academic, research, or support staff position)
- a person elected to the board of trustees
- a company or person employed/contracted by a college to perform a special task (i.e., attorney, auditor, or collection agency)
- a person or student serving on an official committee (i.e., disciplinary/grievance, scholarship) or assisting an official in his/her tasks (i.e., work study students)