The Details | Background | Definitions | Rights | Exceptions
Providing students access to inspect and review their records
Students have the right to inspect and review their own records. If students ask to review their records, they must be allowed to do so within 45 days of the request. When giving students access to their own records, follow these guidelines:
- Ask for ID before sharing any information.
- Ask the student to specify which record they wish to review.
- First review the record to make sure it does not contain information about other students. If it does, delete or remove the information relating to other students.
- Stay with students while they review the record, and don’t allow them to take records with them.
Also, know that:
- If a student requests copies of their record, we are not obligated to provide them, unless some special circumstances exist that prevent the student from exercising their right to inspect and review.
- Students have the right to inspect and review their records, but FERPA does not grant students any rights to view financial records of their parents or guardians, letters of recommendation (or other documents that carry a waiver of the student’s right to access), or University Police records.
FERPA Release Consent Form
The University’s FERPA Release Consent Form is available from the Office of the Registrar. Some schools and units have their own FERPA release consent forms. In most cases, each instance of record sharing to a third party needs to have a written consent form on file to support the disclosure. But, even with written consent, disclosure is not required.
Flagging Directory Information
A student may request that Directory Information be kept private. When this happens, the student’s record is “flagged” in the Student Enterprise System, and there is a window shade icon that appears in the record. It’s important to check whether a student has requested his or her Directory Information be protected before releasing such information. However, even when a record has been flagged, Directory Information can still be shared among University officials who have a legitimate educational interest.