The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records. It is important that every person who works with student education records understands: what an education record is; what information within that record may be disclosed; and, to whom and under what conditions that information may be disclosed.
An education record is any record containing information directly related to a student that is maintained by an institution, educational agency, or by an individual acting directly for such institution or agency. It may be maintained in any medium: print, film, handwriting, electronic text, photographs, etc.
Education Records do not include:
- Records kept in the sole possession of the maker, used only as a personal memory aid and not accessible or revealed to any other person except a temporary substitute for the maker;
- Law enforcement records;
- Medical treatment records;
- Employment records for those employees whose employment is in no way related to student status at Texas A&M University as long as those records are related exclusively to the individual’s capacity as an employee and not available for use for any other purpose.
Personally identifiable information is information like someone’s name, Universal Identification Number (UIN), or other information that, alone or in combination, is linked or linkable to a specific person that would allow a reasonable person without knowledge of the relevant circumstances to identify a person with reasonable certainty.
Directory information refers to items of information contained in an education record which may be released without the student's prior written consent. Texas A&M University employees should exercise discretion when releasing directory information. Texas A&M University defines the following items as
directory information:
- Name
- Universal Identification Number (UIN)
- Address (Local and Permanent)
- Telephone Number (Local and Permanent)
- Email Address
- Dates of Attendance
- Program of Study (College, Major, Campus)
- Classification
- Previous Educational Agencies/Institutions Attended
- Participation in Officially Recognized Activities and Sports
- Degrees, Honors, and Awards Received
- Medical Residence Location
- Medical Residence Specialization
Students may request to have their directory information items withheld from disclosure without prior written consent. The suppression of information is referred to as directory holds and can be reviewed in several locations for staff, faculty, and administrators. These locations include:
- “Student” tab of the SWAINFO form in COMPASS student information system
- Items checked are those on which a student has placed a directory hold.
- Class roster in Howdy - Students with the word “Confidential” listed next to their names have requested directory holds.
- Clicking on the “Confidential” indicator will display the specific items on which a student has placed a directory hold.
- “My Information” icon within the “Howdy Dashboard” tab under Personal Information by clicking on “Directory Holds”
- The Directory Information Withholding information will display the specific items on which a student has placed a directory hold.
Directory holds will not prevent information from student education records from being released to university officials, authorized agents acting on behalf of the university, and to others with a legitimate educational interest under certain conditions (e.g., for the receipt of financial aid, to other institutions to which a student has applied, in connection with health or safety emergencies) without prior written consent. Additionally, students may not use directory holds to remain anonymous in a class.
Per IT Security policy, university data classified as confidential or higher that is transmitted in an email message must be encrypted. Education record data is one such data type included within the confidential data classification.
Applicants for admission to Texas A&M University also have protections which prevent disclosure of their education records. Texas Government Code requires institutions to treat admission application information as confidential, including directory information, unless the applicant gives permission for it to be released. This information is also available on the SWAINFO form in COMPASS, on the “Applicant” tab.
If the unauthorized disclosure or release of confidential or sensitive personal information should occur, see Texas A&M Information Security controls, IR-6 Incident Reporting for appropriate procedures.
Additional information about FERPA is available on the Office of the Registrar website. If you have any questions about FERPA compliance or the release of student information, please contact the Office of the Registrar at ferpa@tamu.edu.