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Office of the Registrar

Revised: December 8, 2017

FERPA Training for Employees

This tutorial includes a brief overview of the rules governing students’ rights and the release of education records as provided for in the FERPA regulations.


The Family Educational Rights and Privacy Act (FERPA) of 1974 (20 U.S.C. § 1232g) (also called the Buckley Amendment) is a Federal law that:

Who Must Comply with FERPA?

FERPA applies to schools that receive funds under any program administered by the U.S. Secretary of Education.

Who Must Complete FERPA Training?

Why Do I Need To Take FERPA training if I Don’t Handle Student Records?

Why Comply with FERPA?

What are Education Records?

Education records are records which are directly related to a student and maintained by LSUHSC-NO or by a party acting for LSUHSC-NO, which contains personally identifiable information.

Personally Identifiable information means data or information which includes:

Education records include any records in whatever medium that are in the possession of any school official, not just those records contained in the student’s permanent file.

Be Aware!

The contents of an education record may appear in a variety of forms and media such as:

Examples of Education Records

Education Records Do NOT include:

Who is a “Student” under FERPA?

A student for the purposes of FERPA is any individual who has been admitted and is enrolled. If a student has not yet enrolled or not in attendance, then a FERPA “education record” has not begun. Additionally, individuals never admitted to the institution do not have an “education record.”

Students’ Rights

FERPA gives students the following rights:

Right to Consent to Disclosure of Education Records

Education records are considered confidential and may not be released without the written consent of the student, unless a FERPA exception applies. Implied consent or verbal consent is NOT allowed under FERPA.

Disclosures Made to Parents Without Written Consent of the Student

The following disclosures can be made to parents’ of students without a student’s prior written consent:

Disclosures That Do Not Require Written Consent of the Student

Disclosure of education records can be made without the written consent of the student for the following reasons:

What is Directory Information?

At LSUHSC-NO, directory information is defined as follows:

Release of Directory Information and Education Records

Please forward all inquiries for student information and/or education records to the LSUHSC-NO Office of the Registrar. A student must submit a written request to the LSUHSC-NO Office of the Registrar no later that the 10th day of the academic term to prevent release of directory information to ensure proper handing of education records and compliance with a student’s right not to have directory information released.

Right to Inspect and Review Education Records

Right to Seek Amendment to Education Records

If a student believes that any information in his/her education record is inaccurate, misleading, or in violation of their privacy rights, he/she may request in writing that LSUHSC-NO amend the record. LSUHSC-NO shall decide whether to amend the record as requested within a reasonable time after the request to amend is received.

Recommendation Letters

However, the waiver shall apply only if:

If LSUHSC-NO decides not to amend the education record as requested, it shall inform the student of its decision and of his/her right to a hearing.

Right to File a Complaint

Anyone who believes that LSUHSC-NO has failed to comply with the requirements of FERPA may contact:

Family Policy Compliance Office

U.S. Department of Education

400 Maryland Avenue, SW

Washington, DC 20202-5901

Basic Rules to Remember

Faculty and Staff Responsibilities

Be aware of what is in your work area. Is there any student information which may need to be handled in a secure way?

LSUHSC-NO faculty and staff are granted access to a great deal of protected and restricted information through the University’s integrated databases. LSUHSC-NO faculty and staff must show a legitimate educational interest (meaning need to know to fulfill official responsibilities) as part of their role in the University to access a student’s education record.

The consequences of how faculty and staff handle, or mishandle education records can result in disciplinary action up to termination of employment and possibly loss of federal funds for violations of FERPA.

How Can I Avoid a FERPA Violation?

Common Questions

Hover your mouse over or tap your finger on the box below to see the right answer. (Tap on any picture to make the answer disappear.)

File folder

A student requests to review his/her file. Is the University required to allow the student to review his file?


LSUHSC-NO cannot remove any documents related to the requesting student from the files before the review. However, the student’s file should be reviewed and information on any other students contained in the file must be removed/redacted before the requesting student views the file.


Can student grades be posted by Social Security or Name?


Can I include non-directory information in a letter of recommendation for a student?


Are notes taken by the interviewer during interviews with individual students considered “sole possession” notes, if the notes have not been shared with anyone?

Walk away

If an unauthorized person retrieves information from a computer screen that was left unattended, is LSUHSC-NO responsible?


LSUHSC-NO gets a subpoena for education records of an LSUHSC-NO student from a state court in Texas, does the University have to respond to the subpoena?


Additionally, FERPA requires that the University notify the student that their information is being requested pursuant to a subpoena. Should you have questions regarding subpoena validity and valid service of process, contact LSUHSC-NO Legal Counsel.

Getting Help

If you have any questions, please contact the Office of the Registrar by:

or contact the Office of Compliance Programs by: