Academic & Student Affairs Handbook

Academics Affairs Division

3.2 Student Privacy

3.2.1 USG FERPA Notification and Directory Information Policy

(Last Modified October 24, 2024)   Report a broken link

This policy is effective December 31, 2024

Purpose

The purpose of this policy is to define Directory Information as it pertains to the Family Educational Rights and Privacy Act (FERPA) and outline the rights of students regarding the disclosure of such information by institutions within the Â鶹ÊÓƵappÏÂÔØ. The policy ensures compliance with FERPA while balancing the need for transparency and the protection of student privacy.

Definition of Directory Information

Under FERPA, “Directory Information” refers to student information that is not generally considered harmful or an invasion of privacy if disclosed. USG has designated the following categories of information as Directory Information:

  • Student’s name
  • Major field of study
  • Enrollment status (e.g., full-time, part-time)
  • Participation in officially recognized activities and sports
  • Dates of attendance
  • Degrees, honors, and awards received
  • The most recent educational institution attended
  • Height and weight of athletes
  • Class level

This information may be disclosed without the student’s prior written consent unless the student has opted out of such disclosure (see Student Rights below).

Student Rights Under FERPA

  1. Right to Inspect and Review Education Records
    Students have the right to inspect and review their education records within 45 days of submitting a written request to the institution registrar. The institution will arrange access and notify the student of the time and place where the records may be inspected.
  2. Right to Request Amendment of Records
    If a student believes their education records contain inaccurate or misleading information, they have the right to request an amendment. The request must be submitted in writing, clearly identifying the part of the record to be amended and explaining why it is inaccurate or misleading.
  3. Right to Provide Written Consent Before Disclosure
    Students have the right to provide written consent before the institution discloses any personally identifiable information from their education records, except as authorized under FERPA. Directory Information, as defined above, may be disclosed without prior consent unless the student has opted out.
  4. Right to Opt-Out of Directory Information Disclosure
    Students may choose to opt out of the disclosure of Directory Information by submitting a written request to the Office of the Registrar. Once the request is submitted, the institution will withhold Directory Information from public disclosure. Important: Opting out does not prevent the institution from disclosing Directory Information to school officials with legitimate educational interests, including certain institution administrators, faculty, and contracted service providers.
  5. Right to File a Complaint with the U.S. Department of Education
    Students who believe the institution has failed to comply with FERPA may file a complaint with the U.S. Department of Education at the following address:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-8520
Disclosure Without Consent

USG institutions may disclose education records without a student’s prior written consent to certain parties under certain conditions, as allowed by FERPA, including:

  • School officials with legitimate educational interests.
  • Other schools to which a student is transferring.
  • Specified officials for audit or evaluation purposes.
  • Appropriate parties in connection with financial aid.
  • Organizations conducting certain types of studies for or on behalf of the school.
  • Accrediting organizations.
  • Compliance with a judicial order or lawfully issued subpoena.
  • Appropriate officials in cases of health and safety emergencies.

Annual Notification

USG is committed to informing students of their rights under FERPA annually. This policy will be made available through each college or university official communications channels, including student handbooks, institution websites, and registrar’s offices.

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3.2.2. Social Security Number

(Last Modified October 24, 2024)   Report a broken link

Students are encouraged to submit their social security numbers as part of their admission applications, however, it is the student’s right to refuse. Institutions should include in the student handbook their policy regarding use of the student social security number and established procedures for handling confidential information.

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