Ibrahim Gardner
Universities keep student information for a variety of academic, administrative, and statistical purposes. In the United States, the Federal Education Record Privacy Act (FERPA) grants students the right to privacy, with certain exceptions, such as when a student is claimed as a dependent on a parent's income tax return. Universities may store student information in paper and electronic formats, including databases shared between the university and colleges. This information can include grades, year of matriculation and graduation, internship applications, and extracurricular activities. The retention of student records may vary between universities and departments, and some universities may provide statements outlining their data practices.
| Characteristics | Values |
|---|---|
| Student privacy | Students have a right to privacy under the Federal Education Record Privacy Act (FERPA) |
| Personally Identifiable Information (PII) | FERPA prohibits the non-consensual disclosure of PII, which may include grades, year, internships applied to, and living arrangements |
| Directory information | Students can request that their directory information be kept confidential, in which case the university may refuse to confirm or deny their attendance |
| Record-keeping | Universities may keep records of students' personal information, application details, supporting documents, and interview records |
| Data format | Personal information may be stored in paper or electronic formats, including databases shared between universities and colleges |
| Data access | Access to personal information is limited to university or college staff with a legitimate interest |
| Sensitive data | Universities may process sensitive or special category data, such as ethnicity, sexual orientation, religious beliefs, or health information, with additional protections |
| Data sharing | Personal information may be shared with relevant higher education bodies, regulatory bodies, student unions, clubs, and societies |
| Data retention | The length of record retention may vary between universities and states; some universities may keep student projects and assignments for several years |
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What You'll Learn
Student privacy rights
Universities and schools are responsible for safeguarding student information and upholding student privacy rights. In the United States, the Family Educational Rights and Privacy Act (FERPA), passed in 1974, is a federal law that protects the privacy of student records and bars the disclosure of personally identifiable data without parental consent. FERPA applies to educational institutions that receive funding from the US Department of Education, including colleges and universities.
FERPA gives students, regardless of their citizenship, the right to privacy regarding their educational records. This includes information such as grades, year of matriculation, and graduation details. However, there are exceptions to FERPA privacy rights, such as when a student is claimed as a dependent on a parent's income tax return or when university officials have a legitimate need to access the information. Each college defines "directory information" differently, and some may include country of citizenship, names of parents, and expected graduation dates.
The Protection of Pupil Rights Amendment (PPRA), enacted in 1978, further enhances student privacy rights. It applies to student surveys, instructional materials, or evaluations dealing with highly sensitive issues. Parents have the right to provide written consent before their children participate in any such activities. Additionally, the Children's Online Privacy Protection Act (COPPA) addresses the privacy of children under 13 and gives parents certain rights regarding their children's online programs and personal information.
To ensure compliance with student privacy laws, educational institutions should implement proper data management practices and enter into written agreements with community-based organizations before sharing any personally identifiable information (PII) from education records. The Student Privacy Policy Office (SPPO) provides guidance and resources to help schools protect student information.
Students and parents can take steps to protect their privacy by requesting that directory information be kept confidential. When such a request is made, institutions may respond to inquiries by refusing to confirm or deny the student's status, protecting the student's privacy.
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Information storage and transmission
Universities store student information in a variety of paper and electronic formats, including databases shared between the university and its colleges. These databases may include a student's personal information, academic records, and sensitive information. The storage and transmission of this data are generally secure and restricted to authorised individuals.
Storage and Transmission Methods
University student information is stored and transmitted securely through various methods, including paper records and electronic databases. These databases are often shared between the university and its colleges, such as the main student records database or the library system. Access to this information is typically limited to university or college staff with a legitimate interest, such as carrying out contractual duties or providing necessary student services.
Types of Information Stored
The types of student information stored and transmitted by universities can vary. Personal information, such as names, contact details, and application details, is commonly stored. Academic records, including grades, year of study, and graduation status, are also kept. Additionally, universities may hold sensitive information, such as ethnicity, sexual orientation, religious beliefs, or health records, used for planning, monitoring, and providing appropriate support.
Privacy and Disclosure
Student privacy is protected by laws and regulations, such as the Federal Education Record Privacy Act (FERPA) in the United States. FERPA prohibits the nonconsensual disclosure of information from education records, with certain specified exceptions. For example, FERPA allows universities to notify parents of students under 21 about violations regarding alcohol or controlled substance use. Similarly, the Buckley Amendment protects educational records, while each university may have its own confidentiality policies regarding directory information.
Record Retention
Universities typically retain student records for several years, although the duration may vary between institutions and states. Some universities may keep records indefinitely, especially for research or plagiarism detection purposes. In the context of genealogy, universities have been known to provide information such as graduation years and degrees obtained, while also maintaining physical records like yearbooks.
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Record-keeping for students in foster care
In the United States, the Federal Education Record Privacy Act (FERPA) gives students the right to privacy. Under FERPA, nonconsensual disclosure of information derived from educational records is prohibited, except in certain specified circumstances. For instance, FERPA permits colleges and universities to notify parents of students under 21 of any violation of laws or policies concerning the use or possession of alcohol or controlled substances.
Once a child's placement has ended, foster carers must return any information related to that child to their supervising social worker. However, foster carers may retain access to their own records and are encouraged to keep a record of what information has been returned, to whom, and when. These records are typically kept for a minimum of 10 years after a foster carer ceases their role.
In the case of students in foster care, educational institutions must also comply with FERPA regulations when handling personally identifiable information (PII) from education records. This means that PII can only be disclosed for specific purposes, such as promoting school safety and the physical security of students. Additionally, community-based organizations that receive PII from education records must be FERPA-compliant and use the information only for authorized purposes.
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Disclosure of information to third parties
In the United States, the Family Educational Rights and Privacy Act (FERPA) gives students the right to privacy. FERPA prohibits the nonconsensual disclosure of information derived from education records, except in certain specified circumstances. For instance, FERPA permits schools to outsource institutional services or functions that involve the disclosure of education records to contractors, consultants, volunteers, or other third parties, provided that the outside party performs an institutional service or function for which the agency or institution would otherwise use employees. FERPA also allows schools to disclose information to parents or guardians in certain situations, such as when their under-21-year-old child has violated any law or policy concerning the use or possession of alcohol or a controlled substance, or in the case of a health or safety emergency.
FERPA also allows schools to disclose certain types of directory information without consent, such as the student's name, address, telephone number, dates of attendance, participation in extracurricular activities, honours and awards, and email address. However, schools must first give public notice of the categories of information they classify as "directory information" and allow parents and students a reasonable amount of time to opt out of such disclosure. Each college has its own definition of "directory information"; for example, the University of Virginia includes country of citizenship, names of parents or guardians, and expected graduation date in that list.
In addition, FERPA permits the disclosure of personally identifiable information (PII) from education records to community-based organisations in specific circumstances, such as to promote school safety and the physical security of students. However, the community-based organisation must be FERPA-compliant and use PII only for the purposes for which the disclosure was made. The five-year rule states that the Student Privacy Policy Office (SPPO) can instruct the school or LEA to not provide the community-based organisation with further access to PII from students' education records for a minimum period of five years.
Despite these provisions, EPIC (Electronic Privacy Information Center) believes that amendments to FERPA in 2008 and 2011 caused students, parents, and schools to lose substantial control of student information, resulting in an environment where educational data flows nearly unrestricted from schools to third parties.
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Retention of student assignments
In the United States, the Federal Education Record Privacy Act (FERPA) gives students the right to privacy. FERPA prohibits the non-consensual disclosure of information derived from educational records, except in certain circumstances. For example, FERPA permits a college or university to inform parents of students under 21 if the student has violated any laws or policies concerning the use or possession of alcohol or controlled substances.
The retention and disposal of student assignments is an important aspect of maintaining student privacy. Student assignments contain sensitive personal information and must be disposed of securely. For instance, Simon Fraser University in Canada has a policy that mandates the retention of student exams and assignments for at least one year after their final use. After this period, the university must dispose of the records appropriately, depending on the sensitivity of the information. Confidential shredding is often employed to ensure the secure disposal of student records.
The University System of Georgia has a more varied approach to record retention. They permanently retain final reports, which include student names, levels, grade point averages, demographic data, and academic majors. Other records, such as uncontested grade results, are retained for one term after completion, while contested grade results are kept until the dispute is resolved. Records relating to borrower eligibility, loan administration, and fiscal operations are typically retained for five years after the end of the relevant award year.
It is worth noting that each university may have its own specific policies and procedures for retaining and disposing of student assignments, so it is important to refer to the guidelines of the specific institution in question.
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Frequently asked questions
Universities keep students' information in a variety of paper and electronic formats, including databases shared between the university and its colleges.
Universities keep records of the details provided on application forms, supporting documents, and additional details provided by referees and during interviews. They also keep records of grades, year of matriculation and graduation, and may keep records of students' assignments.
Access to students' personal information is limited to university or college staff who have a legitimate interest in it for carrying out their contractual duties. Universities may also share information with relevant higher education bodies, professional or statutory regulatory bodies, student unions, student clubs and societies, and local authorities.
In the United States, the Federal Education Record Privacy Act (FERPA) gives students the right to privacy. Universities are prohibited from disclosing information from education records without consent, except in certain circumstances, such as when a student under 21 has violated policies regarding alcohol or controlled substances.
Yes, students can request that their directory information be kept confidential. In such cases, the university may refuse to confirm or deny whether an individual is or was a student at the institution.
