What is an "educational record"?

Educational records include any record maintained by the institution that contains information that is personally identifiable to a student (in whatever format or medium) with some narrowly defined exceptions:

  • Records in the "sole possession of the maker" (e.g., private advising notes).
  • Law enforcement records created and maintained by a law enforcement agency for a law enforcement purpose.
  • Employment records (unless the employment is based on student status). The employment records of student employees (e.g., work-study, wages, graduate teaching associates) are part of their education records.
  • Medical/psychological treatment records (e.g., from a health or counseling center).
  • Alumni records (i.e., those created after the student graduated or left the institution).

Education records come in a variety of formats. A student record may be:

  • A document in the Registrar's Office.
  • A computer printout in your office.
  • A class list on your desktop.
  • A computer display screen.
  • Notes taken during an advisement session.

For more information related to FERPA, please go to FERPA Information and Training under the Faculty and Staff tab or go to Notification of Rights Under FERPA under the Students tab.

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