DoE must have written permission from the parent, guardian or eligible student in order to disclose PII or information from a student's education record to non-DoE personnel.
PII is the student’s (or family member’s) name, address, personal identifier, and personal characteristics or other information that would make the student’s identity easily traceable.
An education record is any record that is:
• Directly related to a student; and
• Maintained by an educational agency or institution, or by a party acting for the agency or institution.
A “school official” includes a teacher, school principal, president, chancellor, board member, trustee, registrar, counselor, admissions officer, attorney, accountant, human resources professional, information systems specialist, and support or clerical personnel.
Need the consent of a student in writing before release a record or talk about its contents.
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 responsibilities.
FERPA identifies certain categories of information as “directory information,” which the University may release without student permission.
Eligible student means a student who has reached 18 years of age or is attending an institution of post-secondary education.
Disclosure means to permit access to or the release, transfer, or other communication of PII contained in Education Records to any party, by any means, including oral, written, or electronic means.
Records relating to an individual who is employed by the University not as a result of his or her status as a student are excluded.
Computer Security ensures the Confidentiality, Integrity and Availability of data-confidentiality of student records, tests, financial information; grades of research data; and availability of resource like email or online databases when they are needed.
A “law enforcement unit” means any individual, office, department, division, or other component of a school, such as a unit of commissioned police officers or non-commissioned security guards, that is officially authorized or designated by that school.
Under FERPA, school can release records without parent’s permission to certain types of parties, including:
| Directory Information (Public) | Non-Directory Information (Never Share) |
|---|---|
| Name | Social Security Number |
| Address | Student ID Number |
| Phone Numbers | Grades/Exam Scores |
| Email Address | Grade Point Average (GPA) |
| Date of Birth | Test Scores (SAT, GRE, etc.) |
| Program of Study | Class Schedule |
| Dates of Attendance | Race/Ethnicity |
| Degrees and Awards Received | Citizenship/Nationality |
| Class Level | Gender |
| Enrolment Status (Full/Part time) | Religious Affiliation |
| Appropriate Personal Aesthetic Statistical Data | |
| Participation in Sports and Activities | |
