FERPA

• Using Canvas, the university’s learning management system (LMS), is the recommended vehicle for communicating grade information with your students.
• If distributing paper or tangible assignments with grades, do not leave graded exams, papers, or any documents containing a student’s personally identifiable information (PII), unattended.
• In addition, be careful when discussing grades or other PII with your students via telephone or email. The identity of the recipient of those records must always be verified.

Direct discussion of non-directory information (grades, academic performance or standing) is not permissible under FERPA without student’s written and signed consent or in verified and consenting presence.

Students can authorize the release of their records via the electronic records release authorization form found in myUCF.

• Go to my.ucf.edu and sign in using their NID and password. Then go to Student Self-Service > Student Center > Personal Information > Records Release Authorization.
• Follow the directions on-screen and create a new release authorization.
• On the next page, students will see a list of records for which you can authorize their release. This includes academic standing, GPA, and GRE test scores.
• Please list the name of the person or organization to release the records to and the purpose of disclosure.
• (Be specific about whom University faculty and staff can release records to and be specific about what can be disclosed. Just saying “You can talk about anything” or “Everything!” is not specific enough.)
• If the student wishes to have records disclosed by phone, click the box for disclosure by phone and give a passcode word/phrase.
• If the student wishes to have records disclosed by email, write out the specific email address to communicate with and give a passcode word/phrase.
• When finished, click SAVE. This release is in effect until the student chooses to cancel it.

Under FERPA, the rights transfer from the parents to the student once the student turns 18 or enrolls in a postsecondary institution at any age. Although the rights under FERPA have now transferred to a student, a school may disclose information from an “eligible student’s” education record to parents, without consent, if the parent claims the student as a dependent for tax purposes in the last tax year.

If you have concerns or believe your rights under FERPA may have been violated, please contact the Registrar’s Office by emailing with the subject line “FERPA Concern.”

Students also have the right to file a complaint under FERPA by doing so by contacting the Student Privacy Policy Office.

Student Privacy Policy Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C. 20202-5920
Phone: 1-800-USA-LEARN (1-800-872-5327)

• Personnel within the University that have a legitimate educational interest.
• School officials at other institutions where the student is seeking to enroll.
• Personnel or organizations determining financial aid decisions or providing
• financial aid to the student.
• Parents of students where the student status is determined as a dependent under IRS code of 1986, section 152.
• Accrediting organizations in the performance of their accrediting duties.
• Persons in compliance with a judicial order or lawfully issued subpoena. The institution shall first make reasonable attempt to notify the student, unless the subpoena is issued from a federal grand jury, or issued for a law-enforcement purpose, and orders the University not to notify the student.
• Persons in an emergency, if the knowledge or information is necessary to protect the health or safety of the student or others

FERPA training is a prerequisite for obtaining access to student records. All employees who have access to student information are required to complete FERPA training upon initial employment and every two years thereafter to ensure compliance with the provisions of this federal law.

FERPA training is available and administered online.

Information on FERPA training can be found here.