A federal law enforced by the U.S. Department of Education’s Family Policy Compliance Office, FERPA is designed to protect the privacy of education records and provide guidelines for appropriately using and releasing student information records.
 

College students must be permitted to inspect their own education records. School officials may not disclose personally identifiable information about students nor permit inspection of their records without written permission unless such action is covered by certain exceptions permitted by the act.

Any record, with certain exceptions, maintained by an institution that is directly related to a student. This record can contain a student’s name or information from which an individual student can be personally (individually) identified. These records include files, documents, and materials in whatever medium (handwriting, print, tapes, disks, film, microfilm, microfiche) which contain information directly related to students and from which students can be personally (individually) identified.

• The name of the student, the student's parent or other family members
• The student's campus or home address
• A personal identifier (such as a social security number or student number)
• A list of personal characteristics or other information which would make the student's identity known with "reasonable certainty."

• "Sole possession" notes (made by one person as an individual observation or recollection, are kept in the possession of the maker, and are only shared with a temporary substitute)
• Law enforcement unit records
• Medical and treatment records
• Alumni records
• Records maintained exclusively for individuals in their capacity as employees. However, records of individuals who are employed as a result of their status as students (work-study) are education records.

Salve Regina must provide annual notification to students of their FERPA rights to:

• Inspect and review their education records.
• Request an amendment to their education records.
• A hearing if the request for an amendment is unsatisfactory.
• Request that the institution not disclose directory information items about them.
• File a complaint with the U.S. Department of Education.
• Know that school officials within the institution may obtain information from education records without obtaining prior written consent, know the criteria for determining who will be considered school officials, and know what legitimate educational interest will entitle school officials to have access to education records.
• Know which information Salve Regina has designated as public or directory information.

Data items that are generally not considered harmful or an invasion of privacy if publicly available. This information cannot be released if a student has a "no release" on their record. These include:

• Name
• Address
• Telephone number
• Email address
• Dates of enrollment
• Academic major
• Full- or part-time status
• Year of study
• Resident status
• Date of graduation or withdrawal
• Degrees, certificates or awards earned
• Participation in officially recognized sports or activities
• Most recent educational institution attended by the student
• Weight and height of members of athletic teams

Although not required to be included in the institution's annual notification, Salve Regina must notify students of what information the institution has designated as directory information. Note: If a data element isn't defined as directory information, it can only be released if the student's written permission is obtained or the release meets the requirements under one of the exceptions to student's written permission found in FERPA.

• Race
• Gender
• Social security number (or part of an SSN)
• Grades
• GPA
• Country of citizenship
• Religion

Every student must be given the opportunity to have directory information suppressed from public release. This process is often referred to as a "no release," "opt out" or "suppression." When a student makes this request, everyone within the institution must abide by a student's request that no information be released about the student. It is also important to understand that a "no release" does not mean that a school official within the institution who has a demonstrated legitimate educational interest is precluded from using the information to perform that official's job duties.

• Employed by the college in an administrative, supervisory, academic, research or support staff position (including law enforcement and health staff personnel).
• Elected to the Board of Trustees.
• A company employed by or under contract to the college to perform a specific task, such as an agent, an attorney, an auditor or an outsourced service provider.
• Serving as a student representative on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.

When a student reaches the age of 18 or begins attending a postsecondary institution regardless of age, FERPA rights transfer to the student. Parents may obtain directory information at the discretion of the institution. Parents may obtain non-directory information (grades, GPA, etc.) at the discretion of the institution and after it has been determined that their child is legally their dependent. Parents may also obtain non-directory information by obtaining a signed consent from their child.