FERPA Information for Faculty and Staff
What are “education records” under
FERPA? With certain exceptions, education
records are records which are directly related to a student; and
maintained by LSUHSC-NO or by a party acting for LSUHSC-NO. This
includes but is not limited to:
What is FERPA?
The Family Educational Rights and Privacy Act (FERPA) of
1974 (also known as the Buckley Amendment) is a Federal law
that protects the privacy of a student’s education records.
The Act applies to LSUHSC-NO as the institution is a
recipient of federal funds.
- Personal information
- Enrollment records
Note: Education records include any records in whatever
medium (handwritten, print, magnetic tape, film, diskette, etc.)
that is in the possession of any school official. This includes
transcripts or other records obtained from a school at which a
student was previously enrolled.
What are NOT considered
“education records” under FERPA?
- Sole possession records or private notes held by
LSUHSC-NO officials that are not accessible or released to
- Records of the law enforcement or campus security at
LSUHSC-NO, subject to certain exceptions
- Records relating to individuals who are employed by the
institution, which are
- Made and maintained in the normal course of
- Relate exclusively to the individual in the
individual’s capacity as an employee; and
- Are not available for use for any other purpose
- Records relating to treatment provided by a physician,
psychiatrist, psychologist or other recognized professional
or paraprofessional and disclosed only to individuals
- Records of LSUHSC-NO that contain information about an
individual obtained only after that person is no longer a
student at LSUHSC-NO (e.g. alumni records)
What responsibilities do faculty
and staff have under FERPA?
- Education records are considered confidential and may
not be released without the written consent of the student,
unless there is an exception under FERPA.
- As a faculty or staff member, you have a responsibility
to protect the education records in your possession.
When information can be
disclosed without a student’s written consent?
- LSUHSC-NO may release certain information about the
student designated as directory information, unless the
student has informed the institution in writing that such
information should not be released.
- Directory information is the information in the
education record of the student that generally would not
be considered harmful or an invasion of privacy if
- Directory information includes, but is not limited
to the student’s name, address, telephone listing,
electronic mail address, photograph, date and place of
birth, major field of study, participation in officially
recognized activities and sports, dates of attendance,
enrollment status, degrees, honors and awards received,
expected graduation date, planned post-completion
placement (e.g. AAMC match) and the most recent
educational agency or institution attended by the
- If the student does not wish the any or all of
the above information to be released, he/she must
submit a written request to the Office of the
Registrar no later than the 10th day of the academic
- LSUHSC-NO may disclose information to school officials
with legitimate educational interests
- A school official is a person employed by LSUHSC-NO
in an administrative, supervisory, academic, research,
or support staff position (including university police
and student health); a person or company with whom the
University has contracted (such as an attorney, auditor,
or collection agent); a person serving on the governing
board; or a student serving on an official committee,
such as disciplinary or grievance committee or assisting
another school official in performing his or her tasks.
- A legitimate educational interest is if the
official needs to review an education record in order to
fulfill his or her professional responsibility.
What rights FERPA provides to a
- The right to see the information that LSUHSC-NO is
keeping on the student.
- The right to seek amendment to those records and in
certain cases append a statement to the record
- The right to consent to disclosure of his/her records
- The right to file a complaint with the Family Policy
Compliance Office in Washington, DC.
Who is a “student” under FERPA?
Generally, any individual who is or has been in attendance at
LSUHSC-NO and regarding whom the LSUHSC-NO maintains education
records. Attendance includes, but is not limited to:
- Attendance in person or by paper correspondence,
videoconference, satellite, Internet, or other electronic
information, and telecommunications technologies for
students who are not physically present in the classroom;
- The period during which a person is working under a
A person wishing to gain access to admission files where
his/her application was rejected is NOT considered a student