Student Privacy and Educational Records

Family Education Rights and Privacy Act (FERPA)

As custodian of student records and in compliance with the Family Educational Rights and Privacy Act of 1974, the university assumes the trust and obligation to ensure full protection of student records which includes maintaining the confidentiality of educational records. The administrative procedures outlined in this section are to be complied with by university personnel who have or accumulate educational records which are in a personally identifiable form. The term “student” in this section means an eligible student under FERPA (a student at VCSU). Students may review a copy of FERPA and the regulations at the Office of the Registrar.

Student records maintained by the university fall into two general categories: directory information and educational records. This policy defines Directory Information, as required under SBHE Policy 1912. Policies regarding Educational Records may be found in the Student Handbook.

Directory Information

Directory information is information concerning a student which may be released publicly. It includes the following:

  • Name (all names on record)
  • Address (all addresses on record)
  • E-mail address (all electronic addresses on record)
  • Phone Number (all phone numbers on record)
  • Height, weight and photos of athletic team members
  • Date of birth
  • Place of birth
  • Major field of study (all declared majors)
  • Minor field of study (all declared minors)
  • Class level
  • Dates of attendance
  • Enrollment status
  • Names of previous institutions attended
  • Participation in officially recognized activities and sports
  • Honors/awards received
  • Degree earned (all degrees earned)
  • Date degree earned (dates of all degrees earned)
  • Photographic, video or electronic images of students taken and maintained by the institution
Non-Disclosure Request for Directory Information

A student may request that any or all of their directory information not be made public by officially requesting a restriction in the Office of the Registrar between the first and tenth day of class in a term. The specified directory information will then be treated the same as educational records information. In response to public inquiries, the university will verify only whether or not an individual is currently enrolled at the university, unless student name is restricted. This request will remain in effect until revoked in writing by the student.
The university receives inquiries for directory information from a variety of sources including, but not limited to, prospective employers, other colleges and universities, graduate schools, licensing agencies, government agencies, news media, parents, friends, and relatives. Students should consider very carefully the consequences of their decision to withhold release of any or all directory information items. VCSU has no responsibility to contact a student for subsequent permission to release directory information after the student has requested a restriction. Student requests to withhold directory information will be honored until the student specifically and officially requests to lift these restrictions.

Educational Records

Educational records are those records, files, documents, and other materials which contain information directly related to a student’s academic progress, financial status, medical condition, etc. and are maintained by Valley City State University or a party acting on behalf of the university. Educational records include more than academic records. Educational records, with the exception of those designated as directory information, may not be released without the written consent of the student to any individual, agency, or organization other than specifically authorized personnel. A complete copy of the VCSU Student Record Policy can be found in the Student Handbook.

FERPA privileges cease upon the death of a student. A written and signed request from the decedent’s parent, guardian or spouse is required for release of this information. FERPA privileges end when an individual is no longer a student.