Policy Library

205 Student Educational Records

Authority: Approved by the Board of Trustees
Last updated on: December 14, 2018

205.1 Policy and Designation of Responsible Office

It is the policy of Indiana State University that all practices and procedures related to the education records of students will be in accord with the provisions of the Family Educational Rights and Privacy Act (FERPA) of 1974, as amended.

205.1.1 Education Records. Education records are those records maintained by Indiana State University or by a party acting on behalf of Indiana State University that contain information directly related to a student, except those records listed below:

(1) Personal notes of Indiana State University faculty and staff;

(2) Employment records of all employees whose employment is not dependent upon student status;

(3) Medical and counseling records used solely for treatment;

(4) Records in the Public Safety Department;

(5) Financial records of Indiana State University students’ parents;

(6) Records that contain only information relating to a person after that person is no longer a student, such as alumni records;

(7) Confidential letters and statements of recommendation for admission, employment, or honorary recognition placed in a student record after January 1, 1975 for which the student has waived the right to inspect and review.

205.1.2 Responsible Office. The Office of Registration and Records is designated as the office responsible for development of procedures associated with the maintenance, release, review and amendment of education records. In the event of an unauthorized disclosure of personally identifiable information in violation of this policy, the Office of Registration and Records will investigate the matter and provide information to the appropriate office or department for potential disciplinary action.

205.1.3 Annual Notification of Rights. The Office of Registration and Records shall annually notify eligible students currently in attendance of their rights under this Policy and the Family Educational Rights and Privacy Act. The notice shall be provided by any means deemed reasonable by the office to inform eligible students of these rights.

205.2 Disclosure of Educational Records

ISU will not provide access to nor disclose any personally identifiable information from a student’s education records, except directory information as set forth in Section 405.3 below, without consent of the student except, within its discretion, as follows:

(1) To school officials with legitimate educational interests, including instructional and administrative staff, contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions;

(2) To officials of another school where the student seeks or intends to enroll upon request from the other school;

(3) To a contractor, consultant, volunteer or other party with whom ISU has contracted to provide institutional services or functions, provided, however, that the contractor, consultant, volunteer or other party has agreed to limits on re-disclosure as required by the Office of Registration and Records;

(4) To authorized representatives for federal or state program purposes;

(5) If disclosure is in connection with financial aid for which the student has applied or which the student has received;

(6) To organizations conducting studies for or on behalf of the University;

(7) To accrediting organizations to carry out their accrediting functions;

(8) To parents of a dependent student;

(9) To comply with a judicial order or lawfully issued subpoena;

(10) To appropriate parties in a health or safety emergency in order to protect the student and others;

(11) To parents in cases of drug or alcohol violations when the student is under the age of 21; or

(12) To an alleged victim of any crime of violence or non-forcible sex offense the final results of a disciplinary proceeding conducted by ISU against an alleged perpetrator of that crime.

205.3 Disclosure of Directory Information

The university may disclose directory information unless the student has affirmatively made a written or online request to the Office of Records and Registration that the university withhold the information. Directory information is defined at ISU as:

(1) Full name;

(2) Address - campus and home;

(3) Telephone listing;

(4) E-mail address;

(5) Major fields of study, including teacher licensure, majors and minors;

(6) Participation in officially recognized activities and sports;

(7) Weight, height, and position of members of athletic teams;

(8) Dates of attendance (including current classification, matriculation, and withdrawal date;

(9) Degrees, awards, honors, and dates received, including honor roll designations and merit-based scholarships;

(10) The most recent previous educational institution attended;

(11) Full or part-time status; and

(12) Photograph, but limited to the student identification photograph.

205.4 Legitimate Educational Interest

A “legitimate education interest” is the person’s need to know in order to fulfill his or her professional responsibilities. A “need to know” includes but is not limited to the ability of an employee or contractor to:

(1) Perform appropriate tasks that are specific in his/her position description or by a contract agreement;

(2) Perform a task related to a student’s education;

(3) Perform a task related to the discipline of a student; or

(4) Perform a service or benefit relating to the student or the student’s family, such as health care, counseling, job placement, or financial aid.

205.5 School Official

Indiana State University defines the following people as “school officials”:

(1) A person employed by ISU in an administrative, supervisory, academic or research, or staff position (including public safety personnel and health staff);

(2) A person, company, or organization with whom ISU has contracted as its agent to provide a service instead of using ISU employees or officials (such as an attorney, auditor, or collection agent);

(3) A person serving on the ISU Board of Trustees; or

(4) A student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his/her tasks.

205.6 Student Rights

In accordance with obligations under FERPA, Indiana State University affords eligible students specific rights with respect to their education records:

205.6.1 Right to Inspect. A student has the right to inspect and review the student’s education records within forty-five (45) days of the date ISU’s Office of Registration and Records receives a request for access.

205.6.2 Right to Request Amendment. A student has the right to request amendment of the student’s education records that the parent or eligible student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. Requests should be sent to the ISU Office of Registration and Records.

205.6.3 Right to Privacy of Certain Information. A student has the right to limit the disclosure of personally identifiable information in his or her education record, except to the extent that FERPA authorizes disclosure without student’s consent.

205.6.4 Right to File Complaint. A student has the right to file a complaint with the U.S. Department of Education concerning alleged failures by Indiana State University to comply with the requirements of FERPA at:

Family Policy Compliance Office

U.S. Department of Education

400 Maryland Avenue, SW

Washington, DC 20202-590

Related Information

Policy Administrator:
Office of the Provost and Vice President for Academic Affairs
Policy Contact:
Office of Registration and Records
Parsons Hall Room 009
(812) 237-2020
Office of Registration and Records
Procedures and Standards:
Policy History:
Policy 405 was included in the 2001 University Handbook revision. Policy 405 was replaced in its entirety on May 12, 2017. On December 14, 2018, the ISU Board of Trustees approved the renumbering of the Policy to Policy 205.