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Student Records Policy

Student Records and Privacy Policy

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 governs both the release of, and access to, student records in the College and University. 

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.

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. LSA students can use the online Student Release of Information form to authorize release of their LSA advising record and related academic information to third parties. Any questions about access to student records should be directed to the LSA Office of the Assistant Dean.

LSA FERPA Training Expectations

The Family Educational Rights and Privacy Act (FERPA) protects the privacy of student education records. As a university, we must be compliant with FERPA requirements. As individual faculty and staff, we are required to be familiar with the law and follow best practices to protect student privacy and records. 

A university online FERPA training course was created in 2020 to assist those who interact with FERPA data to do so responsibly and be compliant with federal law. 

Starting in 2021, LSA has adopted a college-wide recommendation for all faculty and staff that they successfully complete FERPA training to ensure baseline knowledge of how to protect student privacy and records. Going forward, FERPA training will become a required element of faculty and staff orientation (in addition to specific roles that have additional access to certain student information and systems), and all current LSA faculty and staff will be recommended to recertify their FERPA training annually. 

Questions should be directed to the LSA Office of the Assistant Dean for Undergraduate Education and Student Academic Affairs.