FERPA

(Family Educational Rights and Privacy Act)

The same laws that give parents and students access to and control over a child’s educational records during elementary and high school transfer ownership of the records to the student at the college level.

According to FERPA (Family Educational Rights and Privacy Act, also known as the Buckley Amendment), college students are considered responsible adults and are allowed to determine who will receive information about them. Under this law, parents who want to receive a copy of their student’s academic or financial records can do so if their student signs a release form. FERPA, along with the State of Minnesota Data Privacy Act, forms the backdrop for the Regents Policy on Access to Student Records. For more information about University policy related to access to student records, see http://onestop.umn.edu/onestop/Grades_Transcripts/RecordsPolicy.html and FERPA, A Third Party Guide to the Family Educational Rights and Privacy Act (PDF).

Frequently Asked Questions About Access to Student Records

How can I get a copy of my student’s grades?
The quickest, easiest way for parents to receive information about their child’s grades, financial statement, or other student information is for the student to provide it. Students can look up information online, print it off, and give or e-mail a copy to their parents. Student records are available at the student One Stop Web site.

If I’m paying for my child’s education, why can’t I get a copy of his records?
FERPA requires that access to a college student’s records must be granted by approval of the student. Parents can, however, receive information about their student’s records if the student agrees to provide access. Students can go to the student One Stop Web site, link to Parent/Guest Access, and follow the instructions to provide access. Parents also can receive information about their student’s record if they submit proof that the student is a dependent. Proof is considered to be a copy of the most recent year’s federal tax form showing that the parent claims the student as a dependent.

Are there release forms that would give me access to grades and financial information?
The release form is available in a PDF file at http://process.umn.edu/groups/ppd/documents/form/fa857.pdf. Students also can obtain a copy of the form at the University’s One Stop Student Service Centers (200 Fraser Hall on the East Bank, 130 West Bank Skyway, or on the St. Paul campus at 130 Coffey Hall.)

My student provided me with access to her records. Can you e-mail a copy of her transcript?
As a matter of policy, the University does not release private information over the phone or by e-mail.

My student provided me with access to her records during Student Orientation. Why didn’t I receive a copy of his grades after fall semester?
The University doesn’t automatically send information to third parties designated by the student. Parents will need to request a copy of the desired information by sending a letter or fax with their signature. A request must be submitted each time you want to receive protected information.

How can I get copies of the bills for tuition, room and board, and fees? They seem to be going to my student.
Electronic billing is the official means of generating tuition bills to all University of Minnesota students. The UM Pay electronic billing and payment system automatically sends an e-mail notification to the student's U of M e-mail address when the bill is ready to be viewed online. Students can download and print a copy of the bill to send to their parents, forward an e-mail copy of the bill to parents, or set up parents and other authorized payers to view and pay the bills online. As an authorized payer, parents can view their student's tuition bills online, view the student's billing and payment history online, pay the tuition bills online by automatically deducting the amount from a checking or savings account, or download and print a copy of the bill for sending check payments via U.S. mail.

Exemptions to electronic billing may be allowed by appeal. Students must complete the Electronic Billing Exemption Appeal form available in a PDF file at http://process.umn.edu/groups/ppd/documents/form/fa943.pdf. Also, please note that the University is unable to accept credit cards for tuition payments.

The parent access doesn’t include a check-off so that I can have access to my student’s medical and counseling records. Why not?
Parent/Guest Access and the Student Information Release Authorization covers only those records maintained by the University of Minnesota’s Academic Support Resources. Moreover, FERPA regulations protect a student’s “education records,” which include grades, finances, and discipline records. Physical and mental health records are covered by other University policies, federal law, and professional ethics. In general, professionals working in these areas will not release student information except in emergency situations. Students can choose to release information from these records to a third party, but they may want to release information on a case-by-case basis. They can talk to the practitioner or the records office in Boynton Health Service related to medical records; to their counselor at University Counseling & Consulting Services; to the Student Conduct and Academic Integrity director for discipline records; or to a hall director or housing staff member in the Housing & Residential Life office.

Will I be contacted if my student is sick or hurt? What if my child is in academic trouble, or facing disciplinary action?
In most cases, the University will not contact parents or provide medical, academic, or disciplinary information without the student’s permission. In the case of an extreme emergency, where the student’s health is in serious jeopardy, or if there is a concern that the student poses a threat to herself or to someone else, the University will contact parents. As a general guideline, if the student is able to communicate about the situation, it is up to the student to decide whether and how to discuss the issues.

Isn’t there a FERPA provision that colleges and universities can contact parents if a student violates alcohol or drug policies?
FERPA regulations allow, but do not require, higher education institutions to provide notice to parents when a student violates federal, state or local laws related to alcohol or drugs. University of Minnesota policies do not permit the release of this information.

Where can I find out more about FERPA?
The U.S. Department of Education is responsible for overseeing FERPA. See the Department’s Web site for additional information: www.ed.gov/policy/gen/guid/fpco/ferpa/.