FERPA
The Family Educational Rights and Privacy Act, commonly referred to as FERPA, affords eligible students certain rights with respect to their education records.
- An "eligible student" under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution.
- An ‘education record’ is any record in any medium maintained by the institution and directly related to a student.
FERPA applies to all educational agencies and institutions that receive funding under most programs administered by the Secretary of Education (34 C.F.R. 99.1). Almost all postsecondary institutions, both public and private, generally receive such funding and must, therefore, comply with FERPA.
Rights under FERPA
days of receiving your request.
advise you regarding appropriate steps if you do not agree with the decision.
faculty and staff, agents of the institution, students employed by the institution or who serve on official institutional committees and representatives of agencies under contract with the University.
The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
Release of Student Information
The release of student record information is generally not done at University of Alaska without the expressed, written consent of the student. There are, however, some exceptions.
Information that is considered directory information may be released without the student’s consent.
- Names of students
- Dates of attendance at the university
- Program/major field(s) of study
- Degrees and certificates received including dates
- Participation in officially recognized university activities
- Academic and co-curricular awards, honors, and scholarships received and dates received
- Weight and height of students on athletic teams
- Students’ email addresses
- Hometown, city and state
The following is designated as limited directory information and will only be used by university officials for verification purposes and only in conjunction with a legitimate educational interest:
- student ID (UA ID)
- date of birth
Names of students receiving awards or scholarships or who appear on the dean’s list or chancellor’s list are released to the media unless a student has requested that no directory information be released.
You have the right to withhold the release of directory information.
You may enable or disable a directory hold in UAOnline.
Please note four important details regarding placing a “directory hold” on your record:
- The directory hold will prevent us from releasing information to verify your enrollment or earned degrees to scholarship organizations, loan agencies, and future employers.
- The directory hold will also prevent us from listing or releasing your name related to Dean’s and Chancellor’s lists, as well as the commencement program or any other university publication. A directory hold applies to all elements of directory information on your record. University of Alaska does not apply a directory hold differentially to the various directory information data elements.
- A directory hold applies to all elements of directory information on your record. UA does not apply a directory hold differentially to the various directory information data elements.
- The directory hold is valid until you disable it in UAOnline.
To request non-disclosure of information, follow the steps listed below:
- Log on to UAOnline.
- After signing in, click on Student Services & Account Information
- At the bottom of the menu, click on Change Directory Hold Option.
- Make sure to read and understand the choices, and then select Enabled and click on the Update Confidentiality button.
- On the following page, review your choice and click Confirm.
Resources
You may find a copy of the complete Family Educational Rights and Privacy Act (FERPA), including more details about your rights and any university policies related to FERPA, in the biannual notification emailed to students twice a year or on the UA System FERPA page.
If you have further questions about FERPA or your rights, please feel free to contact the UAF Registrar.
Holly McDonald, University Registrar
hamcdonald@alaska.edu
Additional Resources
- UA System FERPA Page
- FERPA Resources from AACRAO
- FERPA training for staff is available in myUA: Learning Library
What is FERPA?
FERPA is the Family Educational Rights and Privacy Act. It is a federal law that protects the privacy of student education records. Students have rights regarding their education records, including the right to:
- inspect and review their education records
- have some control over who that information is shared with
- seek to amend incorrect information.
Who does FERPA apply to?
When a student turns 18 or starts attending classes at UAF, even if they are under 18, the rights related to education records transfer from parents or guardians to the student.
What is a FERPA Release Form?
A FERPA Release Form is completed by the student to release or cancel permission for specific people, often parents or guardians, to access the student’s education records. This explicit, written consent is required before information can be released. Although a student can release permission for the university to discuss the selected items, it does not require the university to do so. It also does not allow anyone to conduct business or pick up official documents (i.e. transcript, diploma) on behalf of the student.
These permissions can be changed by submitting a FERPA Release Form at any time to the Office of the Registrar. FERPA Release Forms can also be found online.
What does FERPA mean for families?
FERPA gives students the opportunity to share access to their education records with family members. The student has control over who has access to information included in their education records.
FERPA allows the university to release information to designated parties, however, it does not require that the university release that requested information.
Using a FERPA Release Form, students can release or cancel permissions for access to their education records. This is a good opportunity to discuss FERPA with your student and come to an agreement on how you can remain involved in their academic life and continue to support their success.
What information can families receive from a student’s education record?
Supporting your student’s academic success will look different than it did in high school. A FERPA release allows designated individuals the ability to communicate with specific university representatives regarding some components of their student's education records. For example, grades may only be obtained via UAOnline or by ordering an official transcript.
What is directory information?
Directory information is information in an education record that, if shared, would not be considered an invasion of privacy or harmful. At UAF, directory information may include:
- Names of students
- Dates of attendance at the university
- Program/major field(s) of study
- Degrees and certificates received including dates
- Participation in officially recognized university activities
- Academic and co-curricular awards, honors, and scholarships received and dates received
- Weight and height of students on athletic teams
- Students’ email addresses
- Hometown, city and state
When can information be released without student consent?
If directed by subpoena or court order, the university must comply with the release of the requested information. In the case of an emergency, the university may need to share information contained in a student’s education record to ensure the health and safety of that student or other individuals. Information may be released without student consent in the following entities:
- School officials with legitimate educational interests
- Other schools to which a student is transferring
- Specified officials for audit or evaluation purposes
- Appropriate parties in connecting with financial aid to a student
- Accrediting organizations
- Organizations conducting certain studies for or on behalf of the school
May I view my student’s grades, exams and academic progress?
Supporting your student’s academic success will look different than it did in high school. Final grades, exam results, or progress reports are some examples of confidential information included in a student’s education record. A student must complete a FERPA Release Form to release or cancel permission for families to access this type of information.
Can I request a transcript for my student or register them for classes?
Even with a FERPA Release, actions such as registering for classes or requesting transcripts must be done by the student.
What about crisis or emergency situations?
In a crisis or emergency situation, non-directory information may be released if the university determines it is necessary to protect the health and safety of the student or other individuals.
If my student provides permission for me to access their education records, does that mean the university will contact me regarding academic or non-academic issues?
The university will not initiate contact with parents or guardians in most situations.
Who do I contact for additional information?
The Office of the Registrar, which is located on the first floor of Signers’ Hall or at uaf-registrar@alaska.edu.
Where can I see my student’s balance and payment information?
Contact the Office of the Bursar for more information on setting up authorized users.
What information can families have access to?
When completing a FERPA Release Form, your student can release or cancel permission for information regarding several types of information. This information may include:
- Accounting
- Tuition and fee balances
- Financial holds
- Mailing and billing address
- Payment plans
- Accounting statements
- Collections and debt information
- Admission
- Dates of application and admission
- Programs selected
- Documents pending and received
- Admission status
- Conditions of admission
- Registration
- Current enrollment
- Dates of enrollment activity
- Enrollment and residency status
- Semesters attended
- Mailing address information
- Academic Records
- Courses taken
- GPA
- Academic progress
- Honors
- Transfer credit awarded
- Degree(s) awarded
- Financial Aid
- Information from a student’s FAFSA application, including eligibility for certain federal aid programs cannot be disclosed to anyone other than the student
- Some general financial aid information
What are my student’s options for limiting the release of their information?
A student may place a directory information hold on their record for privacy. A student’s directory information will not be shared or made public while this hold is on the student’s account, except to school officials or as otherwise allowed by FERPA. A directory information hold can be done through the student’s UAOnline account.