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What are Education Records?

With certain exceptions, an education record is any record (1) directly related to a student (i.e. contains information from which a student can be personally identified) and (2) maintained by the university. A student has the right of access to these records. Education records include any records in whatever medium (handwritten, print, magnetic tape, film, diskette, etc.) in the possession of any school official. This includes transcripts or other records obtained from a school in which a student was previously enrolled.

What is not Included in an Education Record?

• Sole Possession records or private notes held by school officials that are not accessible or released to other personnel. Any note that is made in conjunction with a student or other school official is not a sole possession record. Sharing the notes with another person, or placing them in an area where they can be viewed by others, makes them "education records" and subject to FERPA.
• Law enforcement or campus security records that are solely for law enforcement purposes and maintained solely by the law enforcement unit.
• Employment records relating to individuals who are employed by the institution (unless contingent upon attendance).
• Medical records relating to treatment provided by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional and disclosed only to individuals providing treatment.
• Alumni records of an institution that contain only information about an individual obtained after that person is no longer a student at that institution.

Contact Information for Education Records