FERPA
name; local address; permanent/hometown address;
telephone number; photographs and video recordings of
students in public and non-classroom settings; HawkID and
electronic mail address; major fields of study; college enrolled
in; dates of attendance, including the current class or year;
full-time/part-time enrollment status; degrees, certificates,
honors, scholarships and awards received as well as those
applied for during the current academic term; height and
weight of members of athletic teams; information about
participation in activities and sports; and job title, employing
department, work phone number, and work address when
employed in a position that requires student status.
The University’s on-line directory of students lists only
name, HawkID, e-mail address, college of enrollment,
and employment information.
The University may release directory information
regarding a current or former student to anyone
without the consent of the student unless the student
has restricted this release—then the Registrar must
request the student’s permission.
Best Practice: If in doubt, don’t.
Finding Restrictions on the Student Record
Academic Summary
This page contains non-directory information!
Standard Name:
HawkID:
University ID:
Email Alias:
Residing Address/Phone
Home Address/Phone and much more.
Students must be told every year by UI that they have FERPA rights to
restrict their directory information access.
Academic records may not be shared
with others without the permission of the
student unless there is a “legitimate”
reason.
The student’s records may be found in
MAUI but also may be in other forms,
such as information in an email or written
on a scratch pad.
And remember. . . .
Students may of course grant permission for the
University to disclose or discuss their academic
record(s) to people of their choosing.
Check to see if the student has signed this form.
Additionally, some parents have a guest
account.
BUT
“The ability to view information in ISIS through
a guest account does not constitute a waiver of
FERPA restrictions.”
When can you discuss a student
record? What is “legitimate”?
Do you need the information to carry
out your duties?
Does the purpose relate to the
student’s health or safety?
Will it be used by the receiver in an
appropriate way?
You want to assign students into small groups.
Can you share first and last names with the
whole class? Or just first names? Can you
even use names?
A graduate student you work with
emails you and wants to know
how a student he tutors did on
your final.
You like to share exam grades so students can
see how others did. You pass these results
out in class on a sheet of paper, listed by the
last 4 digits of the student’s UI ID number.
You collect the sheet at the end of the
discussion about grades and how to study.
A student wants you to write a letter of
recommendation. You want to
mention her GPA and grades earned in
your courses. Do you need her
permission?
A student is failing every
assignment in your class and in
order to help the student you
decide to look up the student’s
grades from previous years. Should
you?
Your department gives out awards and
two students sit on the committee
making decisions about this year’s
winners. Can these students review
their peers academic records?
Someone in your department who knows one
of your students wonders how she is doing in
your class. You share the student’s A+ paper
with her, commenting that this is the best
paper you have ever read from an
undergraduate.
You have a high school student in your
math class who is only 15. Can you talk to
the parents about the student’s academic
progress without the student’s consent ?
A parent calls, worried about her daughter who has
been depressed lately and last summer tried to
commit suicide. The parent wants to know if the
student attended your class this week and what
grades have been earned to date.