Student Privacy, Records & FERPA
The University of West Alabama is committed to protecting the privacy of student education records in accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA).
FERPA is a federal law that gives eligible students certain rights regarding their education records and limits when the University may disclose information from those records. Once a student reaches 18 years of age or enrolls in a postsecondary institution, these rights generally belong to the student rather than the parent or guardian.
Student Records Release
The University cannot generally release personally identifiable information from a student’s education records to parents, guardians, spouses, or other individuals without the student’s written consent, except as permitted by law.
Students who wish to authorize the release of their education records must complete a Student Records Release. The release allows students to identify the specific individuals with whom the University may share information. Completed releases are maintained by the Office of the Registrar.
The Student Records Release must be completed by the student and must identify specific individuals to whom the information may be disclosed.
Access the Student Records Release
To complete the Student Records Release in Self-Service:
- Sign in to Self-Service.
- Select the Menu (three horizontal lines) in the upper-left corner.
- Expand User Options.
- Select Student Records Release.
Updating or Amending Student Records
Students who need to update official student information or request changes to their education records should contact the Office of the Registrar.
Name Changes
Students requesting a legal name change should complete the appropriate form available under the Student Rights & Records card in TigerHub.
A completed form must be submitted along with legal documentation verifying the change, such as:
- Marriage certificate
- Divorce decree
- Court order
- Other official legal documentation
Requesting an Amendment to an Education Record
Under FERPA, students may request that the University amend an education record they believe is inaccurate, misleading, or maintained in violation of their privacy rights.
Requests should be submitted in writing to the Office of the Registrar and should clearly identify the record to be amended and explain why the requested change is appropriate.
If the University decides not to amend the record, the student will be notified of the decision and informed of any rights available under FERPA to request a hearing.
Frequently Asked Questions
Education records are records that are directly related to a student and maintained by the University in any format, including paper, electronic, audio, or other media.
Education records generally do not include:
- Personal notes kept solely by their creator that are not shared with others (except a temporary substitute)
- Employment records when employment is not dependent on student status
- Records maintained by University law enforcement for law enforcement purposes
- Alumni records created after a student is no longer enrolled that do not relate to the individual’s time as a student
- Medical or treatment records maintained by healthcare professionals for treatment purposes
- Peer-graded assignments before grades are recorded by the instructor
Eligible students have the right to:
- Inspect and review their education records.
- Request the amendment of records they believe are inaccurate or misleading.
- Restrict the disclosure of directory information.
- Provide written consent before most disclosures of personally identifiable information.
- File a complaint with the U.S. Department of Education if they believe their FERPA rights have been violated.
Students generally do not have the right to inspect:
- Financial information submitted by parents
- Confidential letters of recommendation placed in a student’s record before January 1, 1975
- Confidential recommendations for admission, employment, honors, or awards for which the student has waived the right of inspection
- Portions of records containing information about other students
FERPA rights transfer to the student once the student turns 18 or enrolls in a postsecondary institution.
The University generally may not disclose education records to parents, guardians, spouses, or other individuals without the student’s written consent, unless a FERPA exception applies.
Students may authorize disclosure by completing the Student Records Release available in Self-Service under User Options.
FERPA permits disclosure without student consent in certain circumstances, including:
- To University officials with a legitimate educational interest
- To another institution where the student seeks or intends to enroll
- To authorized government officials conducting audits or evaluations
- In connection with a student’s financial aid
- To organizations conducting certain studies on behalf of the University
- To accrediting organizations
- To comply with a lawfully issued subpoena or court order
- During a health or safety emergency
- As otherwise permitted by federal or state law
FERPA allows institutions to designate certain information as Directory Information, which may generally be released without student consent unless the student requests otherwise.
At UWA, Directory Information includes:
- Name
- Mailing address
- Email address
- Telephone number
- Major field(s) of study
- Enrollment status
- Dates of attendance
- Degrees, honors, and awards received
- Participation in officially recognized activities and athletics, including height and weight of athletic team members
- Most recent previous educational institution attended
Students who wish to prevent the release of Directory Information may submit a Request to Restrict Disclosure of Directory Information to the Office of the Registrar.
FERPA Guidance for Faculty and Staff
Faculty and staff are responsible for protecting the confidentiality of student education records. Requests for student academic information should be referred to the Office of the Registrar unless disclosure is permitted under FERPA.
To help protect student privacy, faculty and staff should:
- Never post grades in a way that personally identifies students.
- Avoid leaving graded work or confidential documents in public areas.
- Lock or sign out of computers displaying student information when unattended.
- Do not distribute class lists containing student identification numbers or other sensitive information.
- Do not share student schedules or enrollment information with unauthorized individuals.
- Do not discuss a student’s academic progress with parents or others without appropriate authorization.
- Obtain written student consent before including grades, GPA, or other protected education record information in letters of recommendation.
- Properly dispose of documents containing student information by shredding them rather than discarding them in the trash.