Family Educational Rights and Privacy Act (FERPA) and the Privacy of Student Records
UW - Eau Claire annually informs students of the Family Educational Rights and Privacy Act (FERPA) via an email notification. This federal law and the regulations promulgated by the Department of Education protects the privacy of educational records, establishes the rights of students to inspect and review their educational records and provides guidelines for the correction of inaccurate or misleading data through informal and formal hearings.
Education Records Defined
Education Records are defined as records, files, communications and other materials in any recorded medium that relate directly to a student and are maintained by UW - Eau Claire. These records include but are not limited to: academic records, financial records, disabilities information, counseling documentation and instructional progress. Health records that are shared with counselors or staff of UW - Eau Claire for instructional or counseling purposes are classified as student records by FERPA.
Access to Student Education Records - Designated University Officials/Legitimate Educational Need Defined
Designated UWEC officials that have a legitimate educational need to access students education records, if that information is required for that person in order to perform a job or service for the University.
Professors, advisors, administrative staff of the University, contractors; consultants; volunteers; or others providing services, or state education authorities or acting for the University frequently need to view student records in order to perform their jobs professionally and responsibly. These people have access to certain student information without written consent from the student. University officials are expected to use student information responsibly and safeguard against its exposure to non-officials. All third party vendors sign agreements with the University to protect any private information that they have access to.
Directory Information Defined
This information listed below may be disclosed to any requesting third party, unless the student requests non-disclosure of directory information using the Directory Information Restriction Form located on the Records and Registration website. If a data is not defined as “directory information” then it may not be released without the express written permission of the student or by using one of the exceptions for release permitted by FERPA. These restrictions will remain in force until you remove them. Contact Records and Registration regarding exceptions. All requests for directory information lists to internal and external organizations are required to be processed by the Records and Registration Office.
- Mailing Address(es)
- Phone Numbers
- Campus email address(username)
- Date of Birth
- Major and Minors
- Dates of Attendance
- Enrollment Status (Full/ Part-time)
- Degrees/Honors/Awards Received
- Most recent institution attended
- Participation in Officially Recognized Activities and Sports
- Athletes’ Weight/Height
Student's Right to Restrict their Information
Students have the right to restrict any information that they do not want accessed by the public. Personally identifiable information such as a student's social security number, grades and GPA, class schedules, and transcripts are not available to any third party without the student's written consent unless they are a designated UW - Eau Claire official or as designated below in the section "Release of Personally Identifiable Information to Other Colleges and Universities".
Students can obtain the Directory Information Restriction Form at the Records and Registration Office at Schofield Hall, room 128. This form can also be completed online, printed out, signed and mailed to: UW - Eau Claire Claire Registrar's Office, 105 Garfield Avenue, Eau Claire, WI 54701.
Once the signed Restriction form is submitted to the Registrar's office, the restrictions will remain in effect beyond graduation or until they are removed by the student. To remove the restrictions, simply stop in at the Records and Registration Office and ask to sign the Removal of Restrictions portion on the form you have already submitted.
Circumstances Where Personally Identifiable Information May be Released Without Prior Written Consent
- To authorized representatives of Federal, State, and local educational authorities conducting an audit, evaluation, or enforcement of education programs.
- In connection with financial aid for which the student has applied or which the student has received, if the information is necessary for such purposes as to:
–determine eligibility for the aid;
–determine the amount of the aid;
–determine the conditions of the aid; or
–enforce the terms and conditions of the aid.
- To a victim of an alleged perpetrator of a crime of violence or non-forcible sex offense. (Only the final results of the disciplinary proceeding, regardless of whether the postsecondary institution concluded that a violation was committed.)
- To anyone if the disclosure is in connection with a disciplinary proceeding at a postsecondary institution if it determines that the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and with respect to the allegation against him or her the student has committed a violation of the institution’s rules or policies.
- To organizations conducting studies on behalf of schools.
- To accrediting organizations.
- To parents of a dependent student.
- To comply with a judicial order or subpoena (reasonable effort to notify).
- In a health or safety emergency.
- To schools in which a student seeks or intends to enroll.
Release of Personally Identifiable Information to Other Colleges and Universities
Should a University of Wisconsin- Eau Claire student seek to enroll in another college or university to complete a course or degree, University of Wisconsin- Eau Claire may share personally identifiable data with that college or university's education officials without the student's prior approval. University of Wisconsin- Eau Claire maintains a record of all releases of student records. A student may request to view a copy of what was shared with the other college/university by contacting the Registrar at 715-836-3887.Notification of Student Rights under the Family Educational Rights and Privacy Act (FERPA) for Post-Secondary Institutions