All faculty, staff, students and visitors (contractors, consultants, etc..) requesting access to student data in EIS (Enterprise Information System) are required to complete the Family Education Rights Privacy Act of 1974, as Amended (FERPA) training through WeComply. You will be prompted at the end of the training to download the EIS Student Data Access Authorization form, please complete and submit form to firstname.lastname@example.org.
To access the FERPA training and authorization form contact the Registrar’s Office at email@example.com. Please include in the body of the email your full name, EUID and university email address. If you are a visitor and do not have an EUID or university email address please contact our office.
UNT Health Science Center’s FERPA Policy Statement:
The Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. 1232G, grants students in institutions of higher education the right of access to their educational records with the exception of confidential letters and statements of recommendation that the student has waived the right to inspect. Before disclosing any personally identifiable information, except directory information, the health science center must obtain written consent from the student unless the disclosure is allowed by law. The Family Educational Rights and Privacy Act consider certain information to be “directory information,” which is subject to disclosure without prior consent from the student. Directory information relating to students includes the following:
- University assigned e-mail address.
- University assigned Enterprise-wide User Identification Number (EUID) so long as the EUID
cannot be used to gain access to the student’s education records except when used in
conjunction with another factor to authenticate the student’s identity.
- Month, day, and place of birth.
- Major field of study
- Participation in officially recognized activities and sports
- Dates of attendance.
- Enrollment status(e.g., professional or graduate; full-time or part-time)
- Degrees, awards and honors received (including selection criteria)
- Expected graduation date.
- Most recent previous school attended.
- Thesis and dissertation titles.
- Academic Advisor (including student’s major professor)
- Postgraduate training site for medical graduates and degree candidates
Go to UNTHSC’s FERPA policy then click on 07: Student Affairs, Education and Funding, then General and Student Affairs, then locate 7.113 Student Policy- FERPA policy.
UNTHSC is committed to protecting the privacy rights of its students. The following information covers the basic privacy issues related to student records, under the Family Educational Rights and Privacy Act (FERPA).
Questions concerning FERPA should be directed to the Office of the Registrar.
An education record is any record maintained by the University or agency or party acting for the University from which a student can be personally identified. Records may be in any form and include, but not limited to: written documents, computer media, video or audio tape, photographs, microfilm, microfiche, and electronic files.
Education records do not include:
- Sole possession records – a record kept by a faculty or staff member if it is kept in the sole possession of the maker of the record and is not accessible or revealed to any other.
- Law enforcement records
- Employment records
- Medical records
- Alumni records
The Family Education Rights and Privacy Act of 1974, also known as the Buckley Amendment, is a federal law designed to protect the privacy of educational records and guarantees students the following rights:
- Students who desire that all of their directory information not be released must submit a written request to the Office of the Registrar. Forms for submitting the written request to withhold directory information are available in the Office of the Registrar or online at www.unthsc.edu/registrar.
- The right to inspect and review their education records. Students who wish to review their education records should contact the Office of the Registrar. The Office of the Registrar or an appropriate University staff person will make the needed arrangements for access and notify the student of the time and place where the records may be inspected.
When a record contains information about more than one student, the student may inspect and review only the records which relate to him/her.
UNTHSC is not required to provide copies of educational records, unless distance prevents the student from access. Reasonable fees for copies of records may be charged by the University.
- The right to request the amendment of the student’s education records to ensure that they are not inaccurate, misleading, or otherwise in violation of the student’s privacy or other rights.
Students have a right to request amendment to their educational records to ensure their accuracy. Students also have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the health science center to comply with the requirements of the Family Educational Rights and Privacy Act.
One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent).
A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
- The right to file with the U.S. Department of Education a complaint concerning alleged failures by University to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is: Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, DC 20202-4605
- The right to obtain a copy of the University’s student records policy. A copy of the policy can be obtained from the Office of the Registrar.
FERPA rights apply to all students in attendance and former students. FERPA rights do not apply to deceased students or persons who have applied but not attended. Request for records of a deceased student will be reviewed on a case-by-case basis. The University reserves the right to deny the request.
FERPA rights begin on the first day of enrollment in a UNTHSC academic program.
This page was last modified on September 29, 2017