Policies_06

 Release of Student Information (FERPA)

Students, upon written request, may review their own academic record. This review is subject to guidelines outlined by University policy and the provisions of the Family Educational Rights and Privacy Act of 1974 (FERPA) as amended. Copies of the University’s policy regarding record access are available at One Stop Student Services.

  1. Education records or personally identifiable information contained in student records shall be released or open for inspection only to the student or parents of dependent students as defined in Section 152 of the Internal Revenue Code of 1954. “Personally Identifiable” means that the data or information includes the name of the student, the student’s parent, or other family member, the address of the student, a personal identifier such as the student’s social security number or a student number, a list of personal characteristics which would make the student’s identity easily traceable, or other information which would make the student’s identity traceable.

    “Education records” are those records, which are maintained by the University and employees/agents of the University which contain educational information directly related to a student. “Record” includes any information or data recorded in any medium, including, but not limited to, scanned documents, handwriting, print, tapes, film, microfilm, and microfiche. “Agents” are any individuals who, pursuant to express or implied authorization, represent and act for the University.

    The custodian of the records shall require the student, or parent(s) of the student when applicable, requesting access to or release of the records to present proper identification such as a valid driver’s license or passport. The request must be in writing and signed by the person seeking access or release. A copy of the request for access or release shall be retained in the student’s file. The custodian shall have 45 days in which to comply with the request. When the record includes information on more than one student, the custodian shall release or permit access to only that part of the record which relates to the student who is the subject of the request. Students requesting the release of personally identifiable information contained in their records to others must provide the custodian of such records with a signed, written request specifying the information to be released, the purpose(s) for such release, and the person or organization to whom such information shall be released. The custodian of the records shall retain a copy of all requests for access and releases.
  2. “Student” is defined as an individual who is registered for an on- or off-campus program leading to the award of academic credit from the University. While this definition applies specifically to credit students, the University’s policy is to exercise good judgment in protecting all records of individuals participating in University-sponsored programs.
  3. The University may disclose identifiable information from student educational records without student consent as follows:
    • Officials and faculty of the University or other state of Florida school officials who have a legitimate educational interest in the information;
    • Officials of other schools in which the student seeks to enroll;
    • Federal, state, local, and independent agencies and representatives as authorized by federal and state law who have a legitimate educational interest in the information;
    • Officials presenting a judicial order or lawfully-issued subpoena;
    • Appropriate parties in a health or safety emergency;
    • Parent(s) or legal guardian(s) of a dependent student as defined in Section 152 of the Internal Revenue Code of 1954, after presenting proof of student dependency;
    • and in accordance with the USA Patriot Act of 2001.
    •  Additionally, because of the University’s commitment to continue improvement of educational services, One Stop Student Services will furnish copies of transcripts to the institutions previously attended by the student for use in ongoing programs of research and improvement at these institutions. Grade information will also be made available for studies conducted to improve academic quality within public higher education in Florida. These policies are sanctioned under the provisions of the Family Educational Rights and Privacy Act of 1974, as amended.

  4. Right to Waive Access to Letters of Recommendation: Students have the right to waive their access to letters of recommendation and other confidential statements. Such waivers are not required as a condition of admission, the receipt of financial aid, or receipt of any other benefits.

 Right to Request Copies and Copy Fees

The University reserves the right to deny a request for copies of educational records made by a student or eligible parent when there is a financial obligation to the University which has not been satisfied and when there is an unresolved disciplinary action pending against the student.

The University will charge the following fees for furnishing copies of student records and reports or any material included therein:

  1. UNF transcripts: There is an $8 charge per transcript. Transcripts from previous educational institutions or standardized test scores must be requested from that institution or testing agency. Course work from other institutions does not appear on the UNF transcript.
  2. Copies of all other educational records: 15 cents per page for copying plus any administrative costs incurred for search, retrieval, and mailing.

Requests for copies of educational records should be submitted in writing to One Stop Student Services. Other student record information regarding health, law enforcement, finances, pre-attendance, employment, housing, disciplinary, personal non-academic counseling, and international student records should be made directly to the appropriate offices. Picture identification is required when picking up copies of information related to student records. If someone other than the student is picking up this information, written authorization from the student and picture identification are required.

 Right to Explanation and Interpretation

  1. Current and former students are entitled to a response from the University to reasonable requests for explanation and interpretation of their records and to an opportunity for a hearing to challenge the contents of their educational records in order to ensure that the records are not inaccurate, misleading, or otherwise in violation of the privacy or other rights of the student, and to provide an opportunity for the correction or deletion of any such inaccurate, misleading, or otherwise inappropriate data contained, and to insert into such records a written explanation by the student regarding the content of such records. The University will attempt to settle a dispute with the student regarding the content of the student’s educational records through informal meetings with the student.
  2. Any challenge to a student’s record that cannot be resolved in the office maintaining the record shall be processed through the student grievance procedure. Student grievance procedures may be obtained from the Office of the Vice President for Student Affairs or One Stop Student Services.
  3. If, as a result of a hearing, the University decides that the information is not accurate, is misleading, or is otherwise in violation of the privacy of other rights of the student, it shall inform the student of the right to place in the educational record of the student a statement commenting upon the information in the educational record and/or setting forth any reasons for disagreeing with the decision of the institution. (Specific authority 228.093, 240.227(1), 240.237 Florida Statute. Law implemented 228.093, 240.237 Florida Statute).

 Directory Information

In accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA) as amended, the University of North Florida defines public or directory information as the following:

“Name, mailing address, telephone number, dates of attendance, admitted college/majors, degree(s) awarded, status (full or part-time), classification (freshman, sophomore, etc.), participation in officially recognized activities and sports, Honors, weight/height of athletes, and student images, including photographs, videos, or any other media containing a student's image or likeness.”

Directory information, as defined by the University of North Florida, may be released at the University’s discretion, without the student’s written consent unless a request for non-disclosure has been received by One Stop Student Services by the end of the first scheduled week of classes as noted in the Academic Calendar. Non-disclosure shall remain in effect until the student removes the non-disclosure option from their account in myWings or gives written request to remove said non-disclosure to One Stop Student Services. Forms are available at One Stop Student Services and the UNF website.

The University will honor a student’s request to not release directory information but cannot assume responsibility for contacting the student for subsequent permission to release this information. If a non-disclosure request is completed, the University will require documentation from the individual or organization requesting such information that the student has given written permission prior to the University releasing said information. Regardless of the effect on the student, the University assumes no liability for honoring a student’s instructions that such information be withheld.

Students should be aware that they cannot hold the University of North Florida liable for the consequences of honoring their instructions to withhold directory information. 

To view the University's current official policy, click here.