Family Educational Rights and Privacy Act (FERPA) Policy

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Title: FERPA Policy
Policy Owner: Office of University Compliance
Applies to: All University workforce members, students, and affiliates
Campus Applicability: All UConn Campuses
Approval Date: August 19, 2026
Effective Date: August 31, 2026
For More Information, Contact University Privacy Office
Contact Information: privacy@uconn.edu
Official Website: https://privacy.uconn.edu/

BACKGROUND

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records.  FERPA governs access and disclosure of education records maintained by an educational institution and affords students with certain rights regarding their education records.  The University is committed to maintaining the privacy of education records and ensuring these student rights in compliance with FERPA.

APPLIES TO

All University workforce members, students, and affiliates.

DEFINITIONS

Directory Information: Information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed.

Education Records: Records that are directly related to a student and maintained by the University or by a party acting for the University.

Legitimate Educational Interest: A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill their professional responsibilities for the University.

School Official: A person employed by the University in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of the University who performs an institutional service or function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of personally identifiable information from education records, such as an attorney, auditor, collection agent, or a student volunteering to assist another school official in performing his or her tasks.

Student: Any person who is or has been in attendance at the University and regarding whom the University maintains education records. A person is considered to be in attendance at the University on the first day of classes for the program in which the person is enrolled.

POLICY STATEMENT

The University will ensure that students are afforded their rights under FERPA, including the right to inspect and review their education records, the right to request amendment of their education records, the right to limit disclosure of their education records, and the right to file a complaint concerning any alleged failure to comply with FERPA.  In accordance with FERPA, the University has also designated certain categories of information, set forth in this policy, as Directory Information.

All University workforce members, students, and affiliates who have access to student education records are responsible for ensuring that such access, use, and disclosure is in compliance with FERPA and this Policy.  Education records may be accessed only for legitimate educational purposes and may not be disclosed except as permitted by FERPA and this Policy.

A.        Student Rights

FERPA affords students certain rights with respect to their education records.  These rights include:

  1. The right to inspect and review the student’s education records within 45 days after the day the University receives a request for access. A student should submit to the registrar, dean, department head, or other appropriate official, a written request that identifies the record(s) that the student wishes to inspect.  The University official will make arrangements for access and notify the student of the time and place where the records may be inspected.  If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
  2. The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. A student who wishes to request an amendment of a record should write to the University official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.  If the University decides not to amend the record as requested, the University will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment.  Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
  3. The right to provide written consent before the University discloses personally identifiable information from the student’s education records, except to the extent FERPA authorizes disclosure without consent. FERPA permits the disclosure of personally identifiable information from students’ education records, without consent of the student, if the disclosure meets one or more of the following  conditions:
    • To school officials with legitimate educational interests.
    • To officials of another school in which a student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer. The University will forward those records without notification to the student.
    • To authorized representatives of the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, in connection with an audit or evaluation of Federal or State supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs.
    • In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid.
    • To organizations conducting studies for, or on behalf of, the University, in order to: develop, validate, or administer predictive tests; administer student aid programs; or improve instruction.
    • To accrediting organizations to carry out their accrediting functions.
    • To comply with a judicial order or lawfully issued subpoena.
    • To appropriate parties in connection with a health or safety emergency.
    • Information the University has designated as “directory information.”
    • To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding.
    • To the general public, the final results of a disciplinary proceeding, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against them.
    • To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21.
    • The disclosure concerns sex offenders and other individuals required to register under section 170101 of the Violent Crime Control and Law Enforcement Act of 1994.
  1. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Student Privacy Policy Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202

B.         Directory Information

FERPA authorizes the University to designate certain categories of information contained in education records as Directory Information and to disclose such information without prior consent, unless the student has opted-out of Directory Information in accordance with University procedures.  The University has designated the following as Directory Information:

  • Name
  • NetID
  • PeopleSoft Number
  • School or College
  • Major Field of Study
  • Degree Sought
  • Class Level
  • Enrollment Status
  • Degrees, Honors & Awards Received
  • Residency/Match Information (Medical/Dental Students)
  • Dates of Attendance
  • Participation in Officially Recognized Activities and Sports
  • Weight, Height and Performance Statistics of Athletic Team Members
  • Photographic Likenesses and Video of Athletic Team Members
  • For Student Employees, Employing Department & Dates of Employment
  • Most Recent Educational Agency or Institution Attended

In addition, the University has designated the following as Limited Directory Information, the disclosure of which is limited to specific purposes and/or specific parties, as set forth below:

  • Photographs and Videos
  • Email Address
  • Mailing Address
  • Telephone Number
  • Date and Place of Birth

Limited Directory Information may only be used in official University publications or websites maintained by or on behalf of the University, including the University’s online directory and internal email system; or disclosed only to specific parties limited to the UConn Foundation and the UConn Law School Foundation.

Students may opt-out of their Directory Information being shared with third parties, except to the extent FERPA authorizes disclosure without consent, as set forth above. Students who would like to opt-out of their Directory Information being shared must make the request in writing.

At the Storrs and Regional Campuses, all requests must be directed to the One Stop Student Services, Wilbur Cross Building, Room 104, Storrs, CT 06269-4077, or onestop@uconn.edu.

At UConn Health, all requests must be directed to the Office of the Registrar, Student Services Center, 263 Farmington Avenue, Farmington, CT 06030-1826, or registrar@uchc.edu.

At the UConn Law School, all requests must be directed to the Office of the Registrar, Thomas J. Meskill Law Library, 39 Elizabeth Street, Room 211, Hartford, CT 06105, or law.registrar@uconn.edu

An opt-out of Directory Information will remain in effect until removed by written request of the student. Students who opt-out of Directory Information will be deemed to opt-out of Limited Directory Information.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Code.

PROCEDURES

FERPA Privacy Rights Procedures

REFERENCES

Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. §1232g; 34 CFR Part 99.

POLICY HISTORY

Policy created: 08/01/2007

Revisions:
02/01/2010
02/06/2013
02/13/2015
08/2016
01/19/2021
08/31/2026 (Approved by the University Senior Policy Council and President)