We strive to fully protect student’s educational records as required by FERPA. The law requires that information that is not directory information cannot be released to third parties without the written authorization of the student. This authorization must be given each time the student requests a transcript or asks that a third party be allowed access to the student’s educational record.
Annually, the University of Wisconsin‑La Crosse informs Students of the Family Educational Rights and Privacy Act of 1974, as amended (FERPA).
This Act, with which this university intends to comply fully, was designed to protect the privacy of education records, to establish the right of students to inspect and review their education records, and to provide guidelines for the correction of inaccurate or misleading data through informal and formal hearings. Students also have the right to file complaints with the FERPA Office concerning alleged failures by the university to comply with the Act. Local policy follows the National guidelines for compliance with the provisions of the Act. See the Family Educational Rights and Privacy Act in the current university catalog, if you are concerned about non-disclosure of directory information. You must notify Records and Registration by the 10th day of classes, if you do not want directory information disclosed.
The Department of Health, Education, and Welfare issued, in the June 17, 1976 Federal Register, the final regulations for implementing the Family Education Rights and Privacy Act of 1974 (P.L. 93-380, 513), as amended (P.L. 93-568, 2). The effective date of the Act as November 19, 1974. The amendment is popularly known as the "Buckley Amendment."
The June 17, 1976 final regulations contain all regulatory provisions pertaining to the Family Educational Rights and Privacy Act and supersede the earlier publications of regulations, providing the public with a single document. For further details, please refer to the university catalog (link to catalog) or contact Records and Registration.
For the purposes of this policy, UW-La Crosse has used the following definitions of terms.
Student – any person who attends or has attended UW-La Crosse
Eligible Student – Refers to a student who has reached the age of 18 or is attending an institution of postsecondary education. Since these guidelines are specifically for postsecondary institutions, "student" as used in this document is presumed always to refer to an eligible student. In non-postsecondary institutions, parents of students have additional rights not covered in this guide.
Education records – any record (in handwriting, print, tapes, film, or other medium) maintained by UW-La Crosse or an agent of the university which is directly related to a student except:
Students will be notified of their FERPA rights annually by publication in the semester timetable. Information is also available in the catalog, Eagle Eye, and the Records and Registration web site.
PROCEDURE TO INSPECT EDUCATION RECORDS
Students may inspect and review their education records upon request to the appropriate record custodian. Students should submit to the record custodian or an appropriate University staff person a written request which identifies as precisely as possible the record or records he or she wishes to inspect.
The record custodian or an appropriate University staff person will make the needed arrangements for access as promptly as possible and notify the student of the time and place where the records may be inspected. Access must be given in 45 days or less from the receipt of the request.
When a record contains information about more than one student, the student may inspect and review only the records that relate to himself/herself.
The student has a right to inspect the record in question but the University does not routinely make copies of educational records. Requests for copies will be considered on an individual basis as well as any associated costs.
RIGHT OF UNIVERSITY TO REFUSE ACCESS
UW-La Crosse reserves the right to refuse to permit a student to inspect the following records:
DISCLOSURE OF EDUCATION RECORDS
UW-La Crosse will disclose information from a student’s education records only with the written consent of the student, except:
A school official is:- A person employed by UW-La Crosse in an administrative, supervisory, academic, research, support staff position, or a student assisting an employee of the university.- A person employed by or under contract to the University to perform a special task, such as the attorney or auditor.- A school official has a legitimate educational interest if the official is: · Performing a task that is specified in his or her position description or by a contract agreement. · Performing a task related to a student’s education. · Performing a task related to the discipline of a student. · Conducting research that benefits students and/or the University.
(Note: A college or university is required to specify the criteria for school officials and for legitimate educational interests.)
RECORD OF REQUESTS FOR DISCLOSURE
According to FERPA, an institution must maintain a record of each request, with the exceptions listed below, for access to, and each disclosure of, personally identifiable information from education records.
The record of each request for access and each disclosure must contain the name of the parties who have requested or received information and the legitimate interest the parties had in requesting or obtaining the information.
A record does not have to be kept if the request was made by or disclosure was made to 1) the eligible student, 2) a school official who has been determined to have a legitimate educational interest, 3) a party with written consent from the eligible student, 4) a party seeking directory information only, or 5) a student serving on an official committee or assisting another school official.
Thus, requests for or disclosures of education record information without the student’s written consent, which an institution would be required to record, would include but not be limited to 1) disclosure to the parent (either custodial or noncustodial) of an eligible student, 2) disclosure in response to a lawfully issued court order or subpoena, 3) disclosure for external research purposes where individual students have been identified, or 4) disclosure in response to an emergency.
These records must be maintained with the education records of the student as long as the records are maintained by the institution.
UW-La Crosse designated the following categories of student information as public or "Directory Information." Such information may be disclosed by the institution for any purpose, at its discretion.
Category INames, addresses, telephone numbers, UW-La Crosse e-mail address, school/college status, enrollment status, and classification.
Category IIPrevious institution(s) attended, past and present participation in officially recognized sports and activities, physical factors (height, weight, etc. for athletes).
Category IIIMajor field of study, awards, honors (includes Dean’s List), expected graduation date, degree(s) conferred, date(s) awarded.
Currently enrolled students may withhold disclosure of information under the Family Educational Rights and Privacy Act of 1974. To withhold disclosure, students may go to their WINGS account. Under the "Personal Information" section, click on the "Other Personal Information" dropdown box and choose the menu item " Privacy Settings". Students may make changes either to withhold, or release their privacy information at any time using WINGS. In order to prevent publishing in the printed directory this must be done prior to the end of the second week of each semester or the end of the first week of summer session. The university assumes that failure on the part of any student to make a specific request for the withholding of categories of "Directory Information," within the time period mentioned above, indicates individual approval for disclosure.In addition to the items listed above, UW-La Crosse has designated photographs and images that are taken of students on campus and at university-sponsored activities as information that may appear in university publications, brochures, websites, etc. without the written consent of students.
CORRECTION OF EDUCATION RECORDS
Students have the right to ask to have records corrected that they believe are inaccurate, misleading, or in violation of their privacy rights. Following are the procedures for the correction of records: