4.16 Student's Right to Privacy and Access to Records
The Family Educational Rights and Privacy Act of 1974 accords students various rights of privacy and access with regard to their educational records. These rights are detailed in Section II, Student Affairs, of this Handbook, and Chapter 4.1.7 of this Section of this Handbook, which discusses maintenance of course records. The following guidelines are provided.
4.16.1 Access to Records by Others
4.16.1.1 Unless the student has given written permission, the University generally permits access to his or her records only by appropriate University officials who have a legitimate need of access, or to others under certain specific conditions.
Those conditions include providing necessary information in connection with application for or receipt of financial aid, compliance with judicial order or subpoena, compliance with Federal or State statute, conduct of educational studies on behalf of legitimate organizations, such as accrediting agencies, and for health and safety emergencies.
4.16.1.2 Faculty members must refrain from the following:
- Posting grades by name, social security or student identification number; or by any other personally identifiable means;
- Discussing grades with parents or other students, on line, by phone, or in person;
- Discussing grades with students except in private, e.g., during office hours or by appointment.
4.16.2 Access to Records by Students
With certain specific exceptions, students have the right of access to their educational records. Details concerning the definition of educational records and exceptions to the right of access are provided in Section II, Student Affairs, Chapter 6 of this Handbook.
