Advisor Notes as Education Record
 
Under FERPA, a student education record is defined as any record that is maintained by an institution, or a party acting for the institution, that is directly related to a student. Education records include files, documents, and materials, regardless of medium (handwriting, print, monitor screen, tapes, disks, film, microfilm, microfiche) that contain information directly related to students and from which students can be personally identified.
 
Practical Implications
The term ‘education record’ does not include records that are kept in the sole possession of the maker of the record. Sole possession notes include personal memory aids available only to the maker of the record or their temporary substitute. Advisors and other university personnel frequently utilize centralized systems to record notes about students and student interactions (e.g. EAB Navigate), providing shared and accessible advisor notes for authorized school official viewing. When notes are made 1) in conjunction with the student (e.g. asking students questions and noting their answers) or 2) of which the student is knowledgeable (e.g. student sees you taking notes on the interaction or conversation), those notes are considered education records and are subject to FERPA.
 
Under FERPA, students have the right to inspect and review their education record, which includes these notes.
 
For additional FERPA information, be sure to review the Office of the Registrar site for FERPA for Faculty, Staff, and Administrators.

A new training is now available for university personnel on FERPA: Implications for Faculty, Staff & Advisors (TrainTraq #2114557). The current schedule is available within TrainTraq by searching either the course title or number. Individuals within the Office of the Registrar are available to participate in a FERPA question and answer session for any department or college faculty or staff meeting. To make arrangements, please call 979-845-1711 or submit a request to ferpa@tamu.edu.
 
If you have a topic that you are interested in being explored in a future Friday Fun with FERPA, please email ferpa@tamu.edu. Alternatively, you can submit an anonymous form with topic ideas HERE.