FERPA Notice

Confidentiality of Student Records

What Faculty and Staff Should Know ppt l PDF
Information in student records will be released only to faculty and professional staff for authorized legitimate educational interest.  The student's consent is required to release information other than public information to any non-TAMUG employee unless required by law or upon subpoena duces tecum.  Public information includes:

  • Name
  • Address (local and home)
  • Email Address
  • Telephone number (local and home)
  • Participation in Officially Recognized Activities and Sports
  • Previous educational agencies/institutions attended
  • Program of Study (College, Major, and Campus)
  • Classification
  • Degree(s) Awarded
  • Degrees, Honors, and Awards Received (Not need base)
  • Dates of Attendance

If a student does not wish for this public information to be released, the student is responsible for notifying the Office of Admissions & Records during the first week of classes to ensure that information is not released by TAMUG.  A request to withhold public information remains in effect until revoked in writing.  This request does not apply when an emergency occurs that indicates that the student is a danger to others or themselves or in the case of an FBI request that is in compliance with the Family and Compliance Office that administers FERPA.

Within the institution, information from students' educational records is given without the consent of the student to administrative officials, faculty members and their staff, only for legitimate purposes in the students' educational interests. 

A legitimate educational interest, as defined by The Family Educational Rights and Privacy Act of 1974, exists if the information requested has an educationally related purpose and is necessary for a school official to perform appropriate tasks or to make a judgement within the scope of the official's assigned responsibilities. 

Student files are not allowed to be removed from the Office of Admissions & Records, except by approval of the Director of Admissions & Records and the signature of the school official who is in need of the file.

Please remember that disclosure to a school official having a legitimate educational interest does not constitute institutional authorization to transmit, share, or disclose any information to a third party.  Should a third party be in need of information, please refer them to the Office of Admissions & Records.

Student Records Policy for Texas A&M University at Galveston               

Under the "Family Educational Rights and Privacy Act of 1974 (FERPA)," the following directory information may be made public unless the student desires to withhold any or all of this information. This information includes:

  • Name
  • Address (local and home)
  • Email Address
  • Telephone number (local and home)
  • Participation in Officially Recognized Activities and Sports
  • Previous educational agencies/institutions attended
  • Program of Study (College, Major, and Campus)
  • Classification
  • Degree(s) Awarded
  • Degrees, Honors, and Awards Received (Not need base)
  • Dates of Attendance

Currently enrolled students wishing to withhold any or all of this information must either fill out in person a Request to Withhold Directory Information form in the Office of Admissions and Records, or students may visit MyRecord to withhold their information.  Information on a student may be released unless a Request to Withhold Directory Information form is completed by the student and submitted to the Office of Admissions and Records by the 12th class day of a Fall or Spring semester or by the 4th class day of a summer term (the official census day.)  The hold will remain in effect until the student requests in writing to have it removed.

Questions concerning the Family Education Right and Privacy Act (FERPA) may be referred to the Office of Admissions and Records.

Notification of Rights under FERPA

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

The right to inspect and review the student's education records within 45 days of the day that TAMUG receives a request for access.
Students should submit to the Office of Admissions and Records written requests that identify the record(s) they wish to inspect. The Office of Admissions and Records will make arrangements for access and notify the student of the time and place where the records may be inspected. 

 The right to request the amendment of the student's education records that the student believes are inaccurate or misleading.                                                                                                                                               
Students may ask TAMUG to amend a record that they believe is inaccurate or misleading.  They should write the TAMUG official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.
FERPA was not intended to provide a process to be used to question substantive judgments which are correctly recorded. The rights of challenge are not intended to allow students to contest, for example, a grade in a course because they felt a higher grade should have been assigned.
If TAMUG decides not to amend the record as requested by the student, the Office of Admissions and Records 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. 

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 which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by TAMUG in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom TAMUG has contracted (such as an attorney, auditor, collection agent, or official of the National Student Loan Clearinghouse); 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.
TAMUG may disclose education records in certain other circumstances:

  • to comply with a judicial order or a lawfully issued subpoena;
  • to appropriate parties in a health or safety emergency;
  • to officials of another school, upon request, in which a student seeks or in tends to enroll;
  • in connection with a student's request for or receipt of financial aid, as necessary to determine the eligibility, amount, or conditions of the financial aid, or to enforce the terms and conditions of the aid;
  • to certain officials of the U.S. Department of Education, the Comptroller General, to state and local educational authorities, in connection with certain state or federally supported education programs;
  • to accrediting organizations to carry out their functions;
  • to organizations conducting certain studies for or on behalf of TAMUG;
  • the results of an institutional disciplinary proceeding against the alleged of a crime of violence may be released to the alleged victim of that crime with respect to that crime.

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

TAMUG designates the following as public or "Directory Information": The student's name, local address, permanent address, email address, telephone number (local), place of birth, parents’ names, parents’ address, parents’ telephone number, association of former students directory, academic standing -(eligible to register), enrollment status-(undergraduate or graduate) or (full-time or part-time), major, classification, degree(s) awarded, academic honors/awards, rank in class, previous institution(s) attended, photograph/digitized image, color of hair/eyes, varsity sports participation, parking permit information, student employment information, dates of attendance. 

Students may restrict the release of "Directory Information", except to school officials with legitimate educational interests and others as indicated in point #3 above. To do so, a student must make the request on MyRecord or in writing to the Office of Admissions and Records.  Once filed, this request becomes a permanent part of the student's record until the student instructs TAMUG, in writing, to have the request removed.

 

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