MC Manual of Policies • Student Records • FAQs
Q. What are education records?
A. Education records are records that are:
directly related to a student, and
maintained by an educational agency or institution or by a party acting for the agency or institution.
Q. What is personally identifiable information?
A. Personally identifiable information includes but is not limited to: the student's name; the name of the student's parent or other family member; the address of the student or student's family; a personal identifier, such as the student's social security number or student number; a list of personal characteristics that would make the student's identity easily traceable; or other information that would make the student's identity easily traceable.
Q. What is "Directory Information?"
A. Directory information is information contained in an education record of a student which would not generally be considered harmful or an invasion of privacy if disclosed. At MC it includes the student's name, local and permanent mailing address, telephone number(s), e-mail address, date and place of birth, photograph, marital status, major and minor fields of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, team photographs, dates of attendance, enrollment status, classification, degrees, awards and honors received, previous educational agencies or institutions attended, hometown, parents' names and mailing addresses.
Note: Directory information is information that the university may disclose, but it is not required to do so. It is university policy to refrain from actively disclosing addresses, telephone numbers and dates of birth; however we routinely verify this information. The university does not disclose social security numbers, personal access numbers, grades, grade point averages, academic actions nor the number of credits enrolled in or earned unless the student has signed a consent form.
Q. Can Students control disclosure of "Directory Information?"
A. Yes, students are notified of their right to control the disclosure of "Directory Information" in the Annual Notification of Rights Under FERPA which is published in the catalogue and in the Student Handbook. Students who desire that all or any part of their directory information not be released must submit a written request (with photo ID) to the Office of the Registrar during the first twelve class days of the fall or spring semester or the first four class days of the summer terms. The Request for Disclosure Restriction is available from the Office of the Registrar.
Q. To whose records does FERPA apply?
A. FERPA applies to the education records of persons who are or who have been in attendance.
Q. To what records does FERPA apply?
A. FERPA applies to all educational records in whatever medium which are:
maintained by MC or by a party acting for MC, and
directly related to a student.
Q. Is prior consent always necessary before releasing information from a student's education record?
A. Prior consent is not necessary to release or confirm "Directory Information" from a student's education record unless the student has placed a non-disclosure request on his/her records.
Q. How will I know if a student has requested that "Directory Information" not be disclosed?
A. The student's privacy preference is specified in SIS Plus. If a student has elected not to disclose his or her information, when you type in the student's social security number a screen will appear entitled "Information Release Restrictions." If the student's name is marked with a 'Y' are restricted. Such information may not be released outside the University.
Q. Where can I get a copy of the law?
A. A full text of the law is available by clicking on:
Q. Who should I contact with questions?
A. Angela Balch, Registrar, at (432) 685-4508
Email questions to firstname.lastname@example.org
Important Note: The above information is intended to give general information about the Buckley Amendment and to acquaint faculty and staff with some of the privacy issues surrounding students' educational records. It is not intended as nor is it a substitute for legal advice on any particular issue.