Records Privacy (FERPA)

FERPA FAQs

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  Does changing technology impact FERPA guidelines?
  Although technology continues to change since FERPA was first passed, the guidelines still apply.
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  What email accounts can I use with FERPA-protected information?
  Students have access to a university-provided email account within the secure university domain. Education records (e.g., grades, current registration, GPA, etc.) should only be sent to students through this email. Emails to any personal email address outside of the BYU domain should never include education records or confidential information.
  
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  Are there circumstances where non-directory information is released?
  Under the law, there are 16 exceptions when FERPA data can be released without express permission from the student. Many of these exceptions require what information was released, to whom it was released, and the exception it falls under to be recorded on the student’s permanent record.
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  What do I need to include in a written consent?
  FERPA requires that a consent for disclosure of education records must:
  

  1. Specify the records that may be disclosed.
  2. State the purpose of the disclosure.
  3. Identify the party or class of parties to whom the disclosure may be made.
  4. Be signed and dated.

  Students may permit a parent, spouse, or other third party to to view their education records by utilizing Guest Access.
  
  Students may also consent to a one-time release of their student records by completing a
  Consent to Release Student Information form.
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  Who do I send the written consent to? Can it be emailed?
  A student may give the consent form directly to the office from which the information is being requested, or they may give it to a third party to present to the office. Once the consent form is signed with a wet signature (or a verified e-signature, such as Adobe Sign or DocuSign), a PDF copy may be submitted from the student's university-provided email.
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  I used to be able to see my child’s academic information and now I can’t. What happened? How can I gain access to this information (i.e. grades, schedule, etc.)?
  Once a student is enrolled in a post-secondary institution like BYU, the rights under FERPA belong to the student and not the parent. You can work with your child and ask them to provide the information. Alternatively, the student may authorize you to view specific parts of their education record by navigating to Guest Access and listing you as a guest on their account.
  
  BYU may release student information if you claimed your child on last year’s income taxes. If choosing this option, you must submit a copy of your tax statement showing the student as a dependent and a request stating the student information you would like and why.
  
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  How can I post grades and/or return homework or tests in a way that won’t violate FERPA?
  It is a violation of FERPA to put grades, homework, or tests in an open area for students to look through and retrieve.
  
  These are some ways that you can avoid violating FERPA:
  
  

  1. Have students pick their work up from an employee who verifies the student's ID before giving them their papers.
  2. Have students submit a labeled envelope for their work. The instructor can then seal any confidential information inside, and only the student’s name would be publicly visible.
  3. Have students sign a form at the beginning of the semester requesting their grades, homework, or tests be returned to them in a common box. Receiving a signed authorization allows you to return work in this manner. If any student does not want to have their work placed in a public area, you will need to find an alternative way to return their homework and tests.
  4. Assign a random number to each student in your class for that semester, which only you and the individual student know. Have the student use that number, rather than their name or other identifier, for submitting and retrieving homework and tests. The numbers must be assigned in a way that others cannot determine who any student is from the number or pattern of display.
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  Can a student’s GPA be included in a letter of recommendation that the student has asked me to write? What can I include/not include in the recommendation?
  If you want to include a student's GPA or other educational record information in your letter of recommendation, you must receive written consent from the student specifying the information you may include.