FERPA, 'U' guidelines ensure student privacy

University is committed to keeping students' records private.

By Christine M. Paik
Daily Staff Reporter

Students who are embarrassed about their grades should be glad they're not enrolled at the University of Utah.

Last week, a Utah professor obtained and released a student's academic record to the school's student newspaper after the student wrote a negative remark in the newspaper about the professor's department. The professor claimed the student didn't have the right to make the remark considering his "low" grades.

"This situation is currently under review by the general legal counsel on campus," said John Boswell, acting director of admissions and university registrar at the University of Utah, whose student body is less than one-fourth the size of the University of Michigan's. "We have reminded faculty, deans and department chairs in a letter and brought it to their attention."

Susan Fedewa, a recorder at the University of Michigan's Office of the Registrar, said the University is careful to keep students' files private.

"An outsider would not be able to access student records unless the student authorized the release of his or her academic report," Fedewa said. "The only people that have access to a student's academic record are the student, the registrar's office, and the dean of the school they're enrolled in."

Fedewa said the University adheres to strict security guidelines when students' grades are concerned. Even those who are authorized to access the database system holding students' records must go through a variety of checks.

"The person would have to have the student's social security number or the student's ID number - which may not be the same - and a (personal identification number) that the student has selected," Fedewa said.

According to the Federal Educational Rights and Privacy Act, which was passed by Congress in 1974, the only way a student's record can be released to an unauthorized person is with his or her permission. While "school officials" are exempt from having to obtain the student's permission, they must have "legitimate educational interests" to view these records.

"FERPA was passed to protect students' records and covers such things as transcripts, financial aid, and disciplinary records," said Jim Bradshaw, spokesperson for the U.S. Department of Education. "We encourage all schools to distribute this information (about FERPA) to students and parents so that they know what kinds of things to expect when it comes to grades and accessibility."

Fedewa said she is not aware of any incidents involving the unauthorized release of student records at the University.

"We're very, very careful about that," Fedewa said. "If it were to happen, the University would prosecute. We do not take it lightly."

Lisa Baker, associate vice president for University relations, said the University should take all necessary precautions to prevent a breach of students' rights.

"The University is not only required by law, but morally obligated to protect students' privacy and rights," Baker said. "It's something we take very seriously."

02-04-98