UNT Health Science Center's FERPA Policy Statement

The Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. 1232G, grants students in institutions
of higher education the right of access to their educational records with the exception of confidential letters and statements of recommendation that the student has waived the right to inspect.  Before disclosing any personally identifiable information, except directory information, the health science center must obtain written consent from the student unless the disclosure is allowed by law.  The Family Educational Rights and Privacy Act consider
certain information to be “directory information,” which is subject to disclosure without prior consent from the student.  Directory information relating to students includes the following:

• The student’s name
• Address
• Telephone listing
• Date and place of birth
• Hometown
• Major field of study
• Participation in officially recognized activities and sports
• Classification
• Degrees and awards received
• The most recent educational agency or institution attended by the student
• Dates of attendance.

UNTHSC is committed to protecting the privacy rights of its students. The following information covers the basic privacy issues related to student records, under the Family Educational Rights and Privacy Act (FERPA).

Questions concerning FERPA should be directed to the Office of the Registrar.

EDUCATION RECORDS

An education record is any record maintained by the University or agency or party acting for the University from which a student can be personally identified. Records may be in any form and include, but not limited to: written documents, computer media, video or audio tape, photographs, microfilm, microfiche, and electronic files.

Education records do not include:

• Sole possession records – a record kept by a faculty or staff member if it is kept in the sole possession of the maker of the record and is not accessible or revealed to any other.
• Law enforcement records
• Employment records
• Medical records
• Alumni records

STUDENT RIGHTS

The Family Education Rights and Privacy Act of 1974, also known as the Buckley Amendment, is a federal law designed to protect the privacy of educational records and guarantees students the following rights:

• Students who desire that all of their directory information not be released must submit a written request to the Office of the Registrar during the first 12 days of the semester. Forms for submitting the written request to withhold directory information are available in the student’s general orientation packet and in the Office of the Registrar.
  
• The right to inspect and review their education records.  Students who wish to review their education records should contact the Office of the Registrar.  The Office of the Registrar or an appropriate University staff person will make the needed arrangements for access and notify the student of the time and place where the records may be inspected.

When a record contains information about more than one student, the student may inspect and review only the records which relate to him/her.

UNTHSC is not required to provide copies of educational records, unless distance prevents the student from access. Reasonable fees for copies of records may be charged by the University.

• The right to request the amendment of the student’s education records to ensure that they are not inaccurate, misleading, or otherwise in violation of the student’s privacy or other rights.

Students have a right to request amendment to their educational records to ensure their accuracy. Students also have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the health science center to comply with the requirements of the Family Educational Rights and Privacy Act.

One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests.  A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent).

A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. 

• The right to file with the U.S. Department of Education a complaint concerning alleged failures by University to comply with the requirements of FERPA.  The name and address of the Office that administers FERPA is:  Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, DC  20202-4605
• The right to obtain a copy of the University’s student records policy.  A copy of the policy can be obtained from the Office of the Registrar.

FERPA rights apply to all students in attendance and former students. FERPA rights do not apply to deceased students or persons who have applied but not attended. Request for records of a deceased student will be reviewed on a case-by-case basis. The University reserves the right to deny the request.

FERPA rights begin on the first day of enrollment in a UNTHSC academic program.