FERPA and Student Privacy Policies

Notification of Students' Rights under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights are:

  1. The right to inspect and review the student's education records within forty-five days of the day the University receives a request for access. Students should submit to the registrar, dean, or head of the academic department (or appropriate official) written requests that identify the record(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
  2. The right to request the amendment of the student's education records that the student believes is inaccurate or misleading. Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University official responsible for the record, clearly identify the part of the record they want changed and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

  3. The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent. One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is defined as a person employed by the University in an administrative, supervisory, academic, 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 person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. 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. Upon request, the University discloses education records without consent to officials of another school in which a student seeks or intends to enroll.

    The right to file a complaint with the U.S. Department of Education concerning alleged failures by the 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, S.W.
    Washington, DC 20202-4605

Questions regarding student records may be sent to the Office of the University Registrar. Contact the Florida State University, Office of the University Registrar, A3900 University Center, Florida State University, Tallahassee, FL 32306-2480, call (850) 644-1050, or email the Office of the University Registrar.

Note: Under Federal Statute, the University is authorized to and may release records to other institutions without notification to the student, when the student is applying for admission.

Florida State University Use of Social Security Numbers

In accordance with Florida Statute 119.071(5), students and employees should be aware that Florida State University collects and uses social security numbers for the purpose of performing certain University duties and responsibilities as follows:

  • Certain aspects of employment related to federal tax reporting, generation and reporting of I-9 documents, direct deposit, insurance policies, retirement benefits, state and federal reporting requirements;
  • Identification and verification of student records, including admission, registration, financial aid, and academic records, as well as verification of identity in connection with the provision of the University's services;
  • State and federal reporting of student data as required by law;
  • Release to contracted vendors for the purposes of state and federal reporting or provision of contracted services for the faculty, staff, and students of the University;
  • Release to commercial entities engaged in the performance of a commercial activity provided the social security numbers will be used only in the performance of a commercial activity and provided the commercial entities make a written request for the social security numbers conforming to the requirements of Section 119.071(5)(a)7b.(I)-(IV), Florida Statutes.
  • Release to the Florida Board of Governors as follows:
    • When necessary for the performance of the Board's constitutional duties and responsibilities, including but not limited to:
      • Collection of student and employee data from state universities. [Authorized by Sections 483 and 484 of the Higher Education Act of 1965, Art. IX, s. 7, Fla. Const., Board Regulation 3.007, Fla. Stat. § 1001.706(5)(d), Fla. Stat. § 1008.31(3), and Fla. Stat. § 119.071(5)(a)6]
      • In conjunction with tort claims and tort notices of claim against the Board of Governors [Required by Fla. Stat. § 768.28(6), and Fla. Stat. § 119.071(5)(a)]
      • When the disclosure of the social security number is expressly required by federal or state law or a court order [Authorized by Fla. Stat. § 119.071(5)(a)6]
      • When the individual expressly consents in writing to the disclosure of his or her social security number [Authorized by Fla. Stat. § 119.071(5)(a)6]

The University does not use social security numbers for student identification; instead the University creates a unique identifier for each student called the EMPLID.

Request to Prevent Publication of Directory Information

Students may inform the University in writing of the student's desire to prevent publication of such “Directory Information” or release of such information except as required by law. See the "Student Forms" sections on the University Registrar's website, or email the Registrar's Office from your FSU email account with a subject line of "FERPA Request."

Caution: Until the University can develop the necessary sophistication in our data systems, a student's request to prevent the release of publication of some of the items of “Directory Information” may result in preventing the publication of all items on that list, including graduation lists, honors, and award lists. The student can help avoid such errors with a gentle reminder to the Office of the University Registrar.

For complete information related to the policies outlined above, or concerning the procedures regarding waivers and consent forms, or to challenge the accuracy of the educational record, please contact: Office of the University Registrar, A3900 University Center, Florida State University, Tallahassee, FL 32306-2480.

Student Communications and Records—Privacy and Access

Students have the right to access their student records that are on file in the Office of the University Registrar. Students requesting access to their file information, or a third party requesting information held in a student's file, have the right to a response from the Office of the University Registrar within 30 days if the student provides written consent. Should the record include information about more than one student, only the information pertaining to the student making the request will be given.

IMPORTANT:

The disclosure or publication of student information is governed by the policies of Florida State University and the State of Florida within the framework of state and federal laws, including the Family Educational Rights and Privacy Act of 1974 (FERPA). Students have the right to obtain a copy of Florida State University's student record policy from the Office of the University Registrar, A3900 University Center, Florida State University, Tallahassee, FL 32306-2480. For comprehensive information regarding FERPA and all policies related to the release of student information, please reference the ‘Notification of Students' Rights under FERPA' and the ‘Release of Student Information' sections in the “University Notices” chapter of this General Bulletin.

Please refer to the following headings “University Notices” section of this Bulletin for:

  • Notification of Students' Rights under (FERPA),
  • Release of Student Information, and
  • Request to Prevent Publication of Directory Information.

Reporting a FERPA Violation

Individuals who believe any of their non-directory information was released in violation of FERPA may submit written documentation describing the specific information that was released, and when and where the release occurred. Documentation must be submitted to the Office of the University Registrar along with the complainant's most current contact information. Please submit any information and associated documentation by emailing the Office of the University Registrar.

Phone Monitoring

Students should be aware that phone calls placed to Florida State University's interactive telephone network may be periodically monitored to ensure that the appropriate quality control is maintained.

Parental or Third-Party Access to Records

Students may give a designated parent(s)/guardian(s), or other third parties (i.e., sibling, spouse, etc.), authority to review their University financial status, grades, transcript, student profile. Granting access to a parent/guardian or third party to view information in this manner also authorizes University personnel to discuss those records with the designated individual(s). Students should be aware that any individuals granted such access may see the selected student's academic records, including but not limited to preferred name, gender identity, classes, grades, billings, etc.

Enrollment Verification

Students may generate an enrollment verification through their online portal and self-service functions, or order a printed one from the university. Printed student enrollment verifications are granted only through the submission of an official request. Students who require enrollment verification should visit the Registrar's Certification page for further instructions. Written requests may be submitted directly to:

Office of the University Registrar
Florida State University
A3900 University Center
282 Champions Way
P.O. Box 3062480
Tallahassee, FL 32306-2480.

 Former students or outside agencies may request an enrollment verification or degree verification online from the National Student Clearinghouse.

Statement Concerning Disclosure of Student Information

The disclosure or publication of student information is governed by the policies of Florida State University and the State of Education within the framework of state and federal laws, including the Family Educational Rights and Privacy Act of 1974.

The written consent of the student is required for the disclosure or publication of any information that is: (1) personally identifiable of the student and (2) a part of the educational record. Certain exceptions to that generality, both in types of information that can be disclosed and in access to that information, are allowed within the regulations of the Family Educational Rights and Privacy Act, as described in the following paragraphs:

  1. Subject to statutory conditions and limitations, prior consent of the student is not required for disclosure of information in the educational record to (or for):
    1. Officials of the University with a legitimate educational interest. A school official is defined as a person employed by the University in an administrative, supervisory, academic, 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 person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his/her professional responsibility;
    2. Certain government agencies;
    3. Accrediting organizations;
    4. Certain financial aid matters;
    5. Certain research circumstances;
    6. Health and safety emergencies;
    7. A court pursuant to order or subpoena, so long as the student is notified in advance of the University's compliance; and
    8. As otherwise provided by law.

  2. Subject to statutory conditions and limitations, prior consent of the student is not required for disclosure of certain types of information for:

    1. Portions of the educational record for which the student has signed a waiver;
    2. Portions of the educational record that are exempted by law including records of law enforcement agencies of the University; employment records of the student within the University as long as the student's employment is not predicated upon his or her status as a student; personal records of instructional, supervisory, or administrative personnel; and alumni records related to that student; and
    3. Records transmitted to another school or school system in which the student seeks or intends to enroll, since the University generally forwards these on request.

    Note: More specific information regarding such exempted information can be obtained by contacting the Office of the University Registrar, A3900 University Center. For the complete text of the applicable statutes refer to Section 1006.52, Florida Statutes, 20 U.S.C. 1232g, and 34 C.F.R. §99.1, et seq. or write the U.S. Department of Education at 600 Independence Ave., S.W., Washington, D.C. 20202.

  3. Prior consent of the student is not required for disclosure of portions of the educational record defined by the institution as “Directory Information,” which may be released via official media of the University:
    1. Name
    2. EMPLID
    3. Date and place of birth
    4. Official FSU email address
    5. Local address
    6. Permanent address
    7. Classification
    8. Major
    9. Participation in official University activities and sports
    10. Weight and height of athletic team members
    11. Dates of attendance
    12. Degrees, honors and awards received
    13. Most recently attended educational institution
    14. Digitized FSUCard photo

Important: The information above, designated by the University as “Directory Information,” may be released or published by the University without prior written consent of the student unless exception is made in writing by the student.

Policy for the Use of Photographs and Videos 
in University Publications

Florida State University randomly and routinely photographs and makes videos on the main campus, branch campuses, and the international and departmental programs for educational and promotional purposes. These photographs and videos appear in official University publications and materials, which include but are not specifically limited to, General Bulletin (undergraduate and graduate), Registration Guide, Office of Admissions brochures, international program materials, departmental and college brochures, University Web sites, and other University information publications. For further information contact Media Relations at (850) 644-4030.