All LSA students have an academic advising file containing admissions material, test scores, unofficial copies of academic records, memoranda, correspondence, and notes which academic advisors or other student-facing staff have made about their conversations with a student. Information of a sensitive nature is generally kept in a confidential Dean's file maintained in confidence by the Office of the Assistant Dean for Undergraduate Education and Student Academic Affairs. Dean's files are also created for those students found responsible for academic misconduct or other serious violations of student conduct policies.
In accordance with the Family Educational and Rights Privacy Act (FERPA), access to individual student LSA advising files is restricted to university academic advisors, student-facing staff, and clerical staff with a legitimate educational interest to review the specific record.
FERPA grants students the right:
- to inspect and review their education records;
- to request amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA;
- to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
LSA students have the right to examine most materials in their own academic files in accordance with university FERPA guidelines. Students who wish to review their advising files may do so by scheduling an appointment with an academic advisor. Access to Dean's files may be obtained by contacting the LSA Office of the Assistant Dean. Students may request duplicate copies of most information in their academic files at cost. They also may add clarifying notes and other materials to their advising files during regular business hours. Requests for deletions and additions of material from an advising file or a Dean's file should be addressed in writing to the LSA Office of the Assistant Dean. LSA students may also allow the release of their student records to a third party (e.g. parents) and should use the online Student Release of Information form to authorize release of their LSA advising record and related academic information to any third parties.
All LSA faculty, staff, and students who have access to student records are recommended to take an annual online FERPA training course to ensure they interact with the records responsibly and remain compliant with federal law.
University of Michigan Student Rights and Student Records Policy
It is the policy of the University of Michigan to comply with the Family Education Rights and Privacy Act (FERPA), the Federal law that governs release of and access to student education records.
The Family Educational Rights and Privacy Act of 1974 (FERPA) governs both the release of and access to student records in the College and University. Occasionally, instructors may be contacted by parents or others to inquire about a particular student's academic record. It is important to recognize that the release of student information to a third party, including parents, requires the written permission of the respective student.
For more information about FERPA policies on the U-M campus, contact the Office of the Registrar.
Access and Compliance Policy for the LSA Student Advising File
About the Student Advising File
The Student Advising File contains sensitive information about all undergraduate students currently enrolled at the University, including an individual’s academic standing, cumulative GPA, grades in all courses, approved transfer and test credit, current course elections, class progress reports, advisor contact notes, approved exceptions, progress toward degree worksheets, major/minor releases, and academic audit reports.
Access and Proper Use
Our students rely on us to treat their information with the appropriate degree of respect and confidentiality. Advisors are granted access to student information for the sole purpose of advising the students assigned to them. Use of this information for purposes other than the furtherance of your advising duties is inappropriate and inconsistent with the principles of confidentiality and the University’s policies on student records and data stewardship.
- Quick Reference Sheet on Handling Student, Employee, and Patient Information
- Office of the Vice President and General Counsel—FAQs on Student Records Law
- University Regents Bylaws, Privacy and Access to Information
- Information Technology Policies and Guidelines
- Other Resources and Administrative Data Policies at the University
Information of a sensitive nature may be removed from the academic advising file at the discretion of a member of the Academic Standards Board or at the request of the student and placed in a Dean's file, which is a confidential file. Dean's files are also created for those students charged with some form of academic misconduct, for recording grade grievances filed by students, and for other serious violations.