FERPA
A Student Guide
Know your rights. Protect your education records. Know where to go for help.
FERPA applies to students at colleges and universities.
What Is FERPA? FERPA stands for the Family Educational Rights and Privacy Act. It is a federal law that protects the privacy of student education records. At a college or university, FERPA rights generally belong to the student—not the parent. FERPA gives eligible students rights to access and seek amendment of education records and to control certain disclosures of personally identifiable information (PII).
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Your Four Core FERPA Rights 1. ACCESS — You generally have the right to inspect and review your education records. 2. AMENDMENT — You may request correction of education records that you believe are inaccurate, misleading, or otherwise violate your privacy rights. 3. CONSENT — You generally have the right to consent before PII from your education records is disclosed, subject to FERPA exceptions. 4. COMPLAINT — You may file a complaint with the U.S. Department of Education if you believe the institution violated FERPA.
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What Is an Education Record? An education record is generally a record that is directly related to you and maintained by the University or a party acting for the University. Examples may include transcripts, grades, advising records, academic records, disciplinary records, and information maintained in University systems. Education records can exist in paper, email, database, LMS, spreadsheet, audio/video, or other formats. Not every record held by a University is an education record under FERPA; the University’s Registrar’s Office can help determine what applies.
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Your FERPA Rights Start With Your Records You generally may
Remember
Request access to your education records.
FERPA does not require the University to agree with every requested change.
Review records and request reasonable explanations or interpretations. Ask the University to correct an inaccurate or misleading record. Consent to disclosures unless a FERPA exception applies.
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Some records have specific exceptions or limitations. FERPA does not necessarily control every type of information held by the University. University policy may provide additional rights or procedures.
How Do I Request My Records? Start with the University's published FERPA/student-record procedure. Identify the records you are requesting as specifically as possible. Submit the request to the Registrar’s Office. The institution generally must comply with an eligible student's request for access within a reasonable period and no later than 45 days after receiving the request. Ask the University if you need help understanding the records after reviewing them.
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Can I Change Something in My Record? If you believe information in your education record is inaccurate, misleading, or otherwise violates your privacy rights, you may request amendment. Follow the University's published amendment procedure. Explain what information you believe is incorrect and why. The amendment process is not a general appeal of a grade or academic decision. If the request is denied, FERPA provides a right to a hearing in applicable circumstances, and the University must provide information about its procedure.
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Who Can See My Records? FERPA generally requires your consent before the University discloses PII from your education records. However, FERPA includes exceptions that permit certain disclosures without consent. University officials may access records when they have a legitimate educational interest and need the information to perform their responsibilities. Some disclosures are required or permitted by law, such as certain health/safety emergencies, audits/evaluations, or legal processes. Ask the Registrar’s Office if you want to understand the basis for a particular disclosure.
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Parents, Family & FERPA Once you attend a postsecondary institution, FERPA rights generally belong to you, regardless of your age. Your parent does not automatically have a right to your college grades, attendance, advising records, or disciplinary records. You may choose to authorize disclosure to a parent or another person through the University’s authorization to disclose information form. FERPA also contains specific exceptions that can permit disclosure without your consent in certain circumstances. If a parent calls the University, staff will need to follow institutional procedures before discussing your records.
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Directory Information: What Is It? Your University may designate certain information as 'directory information.' Directory information may generally be disclosed without prior consent if the University has followed FERPA's notice requirements. Directory information as defined by the University: Name, address, telephone listing, email Address, Photograph, Date and Place of Birth, Class, Enrollment Status, Major Field of Study, Participation in official recognized activities, Dates of attendance, academic honors, Degrees and awards received, the most recent previous educational agency or institution attended. Your University must tell you what it has designated as directory information and how to opt out.
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Directory Information: Opting Out If you do not want the University to disclose directory information, you may have the right to restrict disclosure by submitting an opt-out request. Follow your University's deadline and procedure. An opt-out may affect routine uses of directory information—for example, publications, listings, or responses to outside inquiries. Ask the Registrar what consequences an opt-out may have before submitting it. FERPA's opt-out rules apply to information the University has designated as directory information.
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Grades, Transcripts & Academic Information Your grades and transcript are education records. Faculty and authorized University officials may access information as needed for legitimate educational purposes. Do not assume that because a professor, advisor, or staff member knows something, everyone at the University can access it. If you believe someone improperly accessed or disclosed your academic information, contact the Registrar/privacy office.
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FERPA & Your Email / Digital Records Student information can appear in email, LMS systems, advising platforms, registration systems, and other University technology. Use your University account and follow institutional security practices. Protect your passwords and never share your authentication credentials. Be cautious when forwarding emails containing grades, advising information, disciplinary information, or other student-specific information. If you receive another student's information by mistake, do not forward or post it; notify the appropriate University office.
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What FERPA Does NOT Mean FERPA does not mean the University can never share your information. FERPA does not give you the right to change any record simply because you disagree with it. FERPA does not make every piece of information about you an education record. FERPA does not necessarily override other laws, court orders, or University policies. FERPA does not prevent the University from using information when a valid FERPA exception applies.
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What If I Think My Privacy Was Violated? Write down what happened: what information was involved, who may have received it, when it happened, and how you learned about it. Contact the University's Registrar’s office. Follow the University's complaint or incident-reporting process. You may also have the right to file a FERPA complaint with the U.S. Department of Education's Student Privacy Policy Office. Do not post the details publicly while the matter is being reviewed.
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Scenario — Your Parent Calls Your parent calls the University and asks: 'What grade did my student receive in the course?' What does FERPA generally mean? A. The University must tell the parent because they pay tuition. B. The University must tell the parent because they are family. C. The University generally needs your consent or another valid FERPA basis before disclosing protected education-record information. D. FERPA never allows disclosure to parents.
Correct answer: C FERPA: A Student Guide | Slide 16
Scenario — You See an Error Your transcript lists the wrong course title. What should you do? A. Edit the transcript yourself. B. Post the issue on social media. C. Contact the Registrar and follow the University's procedure for correcting records. D. Ask another student to change it.
Correct Answer: C FERPA: A Student Guide | Slide 17
Scenario — Directory Information You do not want your name included in a public student directory. What should you do? A. Tell a professor verbally. B. Submit the University's official directory-information opt-out request according to its published procedure. C. Delete your profile from the LMS. D. Ask a friend to contact the Registrar.
Correct Answer: B FERPA: A Student Guide | Slide 18
Student FERPA Checklist ☐ Know where to find your University's annual FERPA notice. ☐ Know how to request access to your education records.
☐ Know how to request amendment of an inaccurate or misleading record.
☐ Review the University's directory-information list and opt-out procedure. ☐ Know who to contact with FERPA questions or privacy concerns.
☐ Protect your University login credentials and student information.
☐ Ask before assuming someone is authorized to receive your records.
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Where to Get Help Registrar / Student Records Office/ FERPA / Privacy Officer: Registrar@mghihp.edu Annual FERPA Notice: Annual Notice Student Records Request: Student Records Request Procedure Directory Information / Opt-Out Procedure: Privacy Declaration Form U.S. Department of Education — Student Privacy Policy Office: www.studentprivacy.ed.gov
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Know your rights. Protect your records. Ask questions.