Student Records Frequently Asked Questions

The KU Student Records Policy is based on the Family Educational Rights and Privacy Act of 1974 ("FERPA") and it identifies the rules for handling student information at KU. The policy provides that KU faculty and staff must not disclose "personally identifiable information" from a student's educational records without the student's written consent.

"Education Records" under FERPA and the KU Student Records policy are "those records which are directly related to a student and which are maintained by the University or by a party acting for the University." A record includes information recorded in any way, e.g. handwriting, electronic, print, tape, film, photograph, microfilm or microfiche. There are certain exceptions to the definition of "Education Records,", including the following:

1. Records created by and kept in the sole possession of an individual staff member that are not revealed to any other individual except to a person who might temporarily substitute for the original staff member.
2. Medical and psychological records that are maintained only in connection with provision of treatment to the student and that are not available to persons other than those providing treatment except that such records may be personally reviewed by a physician or other appropriate professional of the student's choice and with the student's written consent.
3. Records that contain only information relating to a person after that person is no longer a student at the University. An example would be information collected by the University or the Alumni Association pertaining to the accomplishments of an alumnus.
4. Employment records of any person if maintained in the normal course of business and used only for purposes relating to the employment, unless the person is employed at the University only because of her/his status as a student. In such cases, student employment records are education records and are covered by this policy.
5. Records of the KU Police Department created and maintained by that department for the purpose of law enforcement.

The University may disclose personally identifiable information from the education records to school officials within the institution who have a legitimate educational interest in the information.

The following individuals qualify as School Officials, including faculty, staff, student employees, or committees (when the members of the committee are appointed or elected to an officially constituted committee) who perform a function or task on behalf of, and at the request of, the University, its faculty, colleges, schools or divisions.

Personally Identifiable Information includes the name of the student, the student's parent or other family members, the address of the student or parent, personal identifiers such as Social Security or student numbers, personal characteristics or other information that would make the student's identity easily traceable.

"Directory Information" at KU includes the following information described in the KU Student Records Policy:

No. Social Security Numbers may not be used to “post” grades, either in hard copy or electronically. You should not publicly display a student's KU ID or any portion of the SSN because it may be possible to identify students from this information. You should not use name, initials, or any other personally identifiable information to post grades. Even when an identifier is masked or absent, be sure not to post the grades in alphabetical order.

Short answer--NO. Social Security numbers should never be used as identifiers. The only exception for use of SSN's is when they are necessary to fulfill legal requirements (e.g. when they are required for student financial aid) or where there is some other sufficient need and the use is permitted by applicable law and University policy. Faculty and staff should not ask students for their SSN's on exams or papers. Documents that contain SSN's (such as old grade sheets or exams) should be properly disposed (i.e., shredded, when no longer needed). If SSN's may have been stored on faculty or staff computers, please consult with the IT Security Office to ensure proper removal from the hard-drive. SSN's should never be used or transmitted through email!

There are various options that you may use to communicate grade information to students. First, you can communicate directly with a student about a student‘s own grade information using a secure medium. The Blackboard information system, used by some departments, offers a secure mechanism for direct communications with a student. Further, some departments have developed their own special programs that allow students to access their own grades only. You can assign each student a unique identifier (not derived from any portion of the SSN or KU ID #) and use that identifier to post the grade. The student identifier should not be used for the same student in subsequent courses.

No. Graded papers and/or exams may only be shared directly with the student, with others pursuant to the student’s consent, with University officials with a legitimate educational interest, or if otherwise permitted by the KU Student Records Policy and the law. Unless you have the student’s written consent, graded papers and exams may not be shared with or be made accessible to other students in the class. The best solution is to use Blackboard and post all grades in the GradeBook which is viewable only by the student. Alternatively, you might consider returning exams individually in class or in smaller laboratory sections.

Class lists and student photos are non-directory information under FERPA and KU policy and thus private information. They are given to faculty and staff who have legitimate educational interests in this information. Unless a specific legal exception exists, they may not be distributed to other parties without the students’ written consent. A class roster may be shared only within the confines of the class and among the registered students.

"Directory Information" at KU includes the following information described in the KU Student Records Policy:

Personally identifiable information about students may be disclosed to school officials who have “legitimate educational interests” in access to this information. This may include, for example, a discussion of a student’s personal information with the student’s advisor or other University official, when there is a demonstrably legitimate need to review the records in order to fulfill their official professional responsibilities. For additional information and other examples of permissible disclosures, see the KU Student Records Policy.

No. A school official or employee should only access a student’s record if a legitimate educational interest exists with respect to that student, and only as to those portions that are necessary to fulfill their official, professional responsibilities.

Under FERPA and the KU Student Records Policy, school officials with a “legitimate educational interest,” (i.e. with a demonstrably legitimate need to review the records in order to fulfill their official professional responsibilities) may access the information.

There are no spousal exceptions or rights under FERPA. In other words, the spouse has no right to the student's records.

Once the student begins classes at KU, whether or not the student has reached 18 years of age, all FERPA rights transfer to him/her. Generally speaking, the student must provide a written consent in order for the parent or guardian to gain access to his or her Education Records. However, under the Kansas Board of Regents policy, the University may not withhold from parents the written record of grades earned by a student who is a dependent for tax purposes. The parent may have access to the grades of that student without the student's written consent, but not to the student's other education records.

The University may, without consent of the student, disclose "Directory Information," as defined in the KU Student Records Policy. "Directory Information" includes: “''name; current address and telephone number; permanent address and telephone number; e-mail address; level and school; date of birth; major field of study; enrollment status (full-time; half-time; less than half-time); participation in officially recognized activities and sports; height and weight of members of athletic teams; dates of attendance; degrees and awards received; and the most recent previous educational institution attended by the student. The name(s) and address(es) of the student's parent(s) or guardian(s) may be disclosed when used for an official University news release about the student's receipt of degrees or awards or about participation in officially recognized activities or sports. Such parent information may also be disclosed for purposes in the interest of University advancement. The name(s), position(s), and length of service and courses taught may be disclosed for student employees.”

If a student wishes to have such information withheld, he/she must notify the University Registrar in writing. If a student wishes to prevent publication of such information in the University telephone directory, he/she must notify the University Registrar in writing, by the end of the first week of term. Additionally any information the student provides written consent to disclose may be shared as directed.

Faculty and staff may contact the office of the University Registrar to verify availability of student directory information. If you have access to SAKU, you can verify if the student has requested that their particular information remain confidential. Look for the open or closed "window shade" icon to determine availability of information.

Records may be disclosed to a party outside the institution if the student has given written permission or if the disclosure meets a specific KU Student Record Policy exception to the written consent requirement. Those individuals receiving the information may not generally re-disclose that information to any other party without appropriate written consent of the student. Educational institutions are required to inform the party to whom a disclosure is made of the limitations on re-disclosure of the information.

No. The confidentiality provisions still apply, and a School Official should only access a student’s record if a legitimate educational interest exists with respect to that student, and only as to those portions necessary.

Emails can be covered by FERPA if they are directly related to a student and maintained by the University or by a party acting for the University. Therefore, email should not be used to communicate confidential or personally identifiable information such as grades. By its nature, email is not considered a confidential method of communication.

A "signature" is required so that the University can reasonably verify that the student is the one making the request or giving authorization for release of records. The University requires an original signature accompanied by valid identification. If the "signature" is suspicious, then the University may take steps to verify the authenticity prior to a release of the Education Record (in whole or in part).

Students can always be provided with documentation directly ( such as a letter of reference), which they in turn can share with others as they see fit. Appropriate documentation of the release to a student should be made. In addition, anytime a student provides a written consent, you may disclose personal information regarding that student as directed. However, you may not disclose information regarding another student contained in the same records.

Please refer all calls from the FBI or other law enforcement services regarding employment verification to the Vice Provost for Student Success office or University Registrar. A written authorization from the student (or former student) will be required for a release of records.

Current and former students are protected from having private information regarding their educational records released without their written permission. Calls from the media should be referred to University Relations. When the former student is deceased, the requestor is directed to the Vice Provost for Student Success.

Records made or maintained by a physician, psychiatrist, psychologist, or other paraprofessional (if used only for treatment of a student and made available only to those persons providing the treatment) are NOT considered "Education Records" under FERPA. These records are governed by strict confidentiality provisions of other laws, as well as canons of professional ethics. Note, once such medical records are disclosed to someone other than "those persons providing treatment," then the records are no longer considered medical records that are excluded from FERPA.

Yes, students enrolled in distance education are considered eligible students, and their education records are subject to the confidentiality provisions of FERPA.

Both FERPA and the KU Student Records Policy provide students with some basic rights regarding their records, including the right to inspect, review, and/or receive copies of educational records. Further a Student has the right to file a complaint with the University or the Department of Education. Please see the KU Student Records Policy for more information.