Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. Sec. 1232g, and the Texas Public Information Act, Texas Government Code Sec. 552.001 et seq., are respectively a federal and state law that provide for the review and disclosure of student educational records. In accordance with these laws the University has adopted the following policy.

The University will not permit access to or the release of personally identifiable information contained in student education records without the written consent of the student to any party, except as follows:

• To appropriate University officials who require access to education records in
  order to perform their legitimate education duties;
• To Officials of other schools in which the student seeks or intends to enroll,
  upon request of these officials, and upon the condition that the student be
  notified and receive copy of the record if desired;
• To federal, state, or local officials or agencies authorized by law;
• In connection with a student's application for, or receipt of, financial aid;
• To accrediting organizations or organizations conducting educational studies,
  provided that these organizations do not release personally identifiable data
  and destroy such data when it is no longer needed for the purpose it was obtained;
• To the parents of a dependent student as defined in section 152 of the Internal
  Revenue Code of 1954, provided a reasonable effort is made to notify the student
  in advance;
• In compliance with a judicial order or subpoena, provided a reasonable effort
  is made to notify the student in advance unless such subpoena specifically directs the institution not to disclose the existence of a subpoena;
• In an emergency situation if the information is necessary to protect the health
  or safety of the students or other persons; or
• To an alleged victim of any crime of violence, the results of the alleged perpetrator's disciplinary proceeding may be released.

At its discretion, the University may release directory information which includes student's name; local and permanent address; email address; telephone number; date and place of birth; field of study; dates of attendance; enrollment status; student classification; degrees, certificates and awards (including scholarships) received; photographs; participation in officially recognized activities and sports; weight and height of members of athletic teams; and the most recent previous educational agency or institution attended. Students may have any or all directory information withheld by notifying the Office of the Registrar in writing each semester during the first 12 days of class of a fall or spring semester or the first 4 class days of a summer semester. Requests to withhold directory information will be honored by the University for only the current enrollment period; therefore, a request to withhold Directory Information must be filed each semester or term in the Office of the Registrar.

Upon written request, the University shall provide a student with access to his or her educational records. Students may challenge the accuracy of their educational records. Students who believe that their education records contain information that is inaccurate or misleading, or is otherwise in violation of their privacy may discuss their problems informally with the Registrar. Afterwards the student may pursue a formal appeal to the Vice President for Student Services.

Details on the University's policies and procedures on the access to student records can be found in the University's Handbook of Operating Procedures, Part VI Section 15. This can be found at the following internet address: http://www.utpb.edu.

Complaints regarding alleged failure to comply with the provision of the FERPA may be submitted in writing to the Family Policy Compliance Office, U.S. Department of Education, 600 Independent Avenue S.W., Washington, D.C. 20202-4605.