Things to know before talking about student performance, academic records or private educational data:

Additional information resources are available at: https://www.asr.umn.edu/training-and-support/ferpa-resources

University of Minnesota Board of Regent Policies: Student Education Records  https://regents.umn.edu/policy

How do you know if there is FERPA suppression?  

• Faculty:  go to your Faculty Center,  look at the FERPA information in the Related Content section (right side of page above Photos)

• Staff:  Lookup student information directly in PeopleSoft/Campus Solutions.  -  if you see a "window shade icon"  at the top of the page there is additional record suppression requested.  

How might you respond when a parent, spouse or third party calls seeking academic information? 

Thank you for your inquiry.  It is important to share that student academic records are protected by a federal law called FERPA and cannot be discussed without the express consent of the student. I am always willing to work with students regarding their situations and if your student provides consent we will be able to work together to resolve your questions.  Your student may reach me at…. 

Key points: This response does not identify the student, recognizes there is a desire for information, educates that there are restrictions on your ability to provide a response at this time, and moves the questions back into the control of the student. 

FERPA Basics

The Family Educational Rights and Privacy Act (FERPA) is:

• a federal law designed to protect the privacy of education records; 

• establishes the right of students to inspect and review their education records; and

• provides guidelines for the correction of inaccurate and misleading data 

Faculty and staff  have access to student educational data in order to perform your job duties and have a legal responsibility to protect student education records in your possession. What this means is that, in general, you may not release information from the student record to a third party, including parents, without permission from the student. It is always good to have that permission in writing or have the student on the phone at the same time as the parent, if you are willing to do so. 

Public Directory Information per the Board of Regents –

University of Minnesota student directory Information is defined as:

• Name

• Dates of enrollment (term, year)

• Enrollment status (full/part time, or not enrolled)

• Academic Program  / Major

• Academic Advisor

• College/ School 

• Class level  (first year, sophomore, etc)

• Academic awards and honors

• Degree(s0 and credentials awarded

All other information held by the University is always protected. While these data points are public information, students have the right to suppress any or all of this information.  Student's also have the right to review and/or correct their educational records.  Advising notes are very important.  Just remember to write notes such a way that accurately and professionally states the observable facts of a situation. 

FAQ: 

1. Is APAS releasable:   

A: No, not generally.  APAS is not an official University of Minnesota Document intended for use outside of the University of Minnesota by the University of Minnesota.  It is tended for the student's use and for Internal only use by UMN employees who have an understanding of the context.  The document that department's and scholarship committee's may request is the University of Minnesota Official Transcript.    If the student chooses to submit their official transcript and any of the other information that is their right to do so.  U of MN /UMD departments cannot deliver private student data to a committee with members external to the University employees or contracted persons  unless there is a separately signed, limited used authorization signed by the student which lays out they understand:

• with whom the information will be shared, 

• or what purpose, 

• what timeframe, and 

• what do they do if they decided to change their decision on the authorization.   

2.  Can students release their financial information to external parties?  

A: Yes they may choose to do so. However, they need to be careful not to release the private information of anyone else other than themselves.  For example, students do not have the right to release their parents information or financial information (FAFSA etc)