Navigating Student Privacy at UCF: Understanding Directory Information and FERPA
The University of Central Florida (UCF) is committed to protecting the privacy of its students while ensuring efficient communication and information dissemination. This article explains how UCF handles student information, focusing on directory information and the Family Educational Rights and Privacy Act (FERPA).
What is FERPA?
The Family Educational Rights and Privacy Act of 1974 (FERPA) is a United States federal law that protects the privacy of student education records. It grants students specific rights regarding their education records, including the right to review and request changes to their records under limited circumstances. These rights transfer from the parents to the student once the student turns 18 or enrolls in a postsecondary institution at any age ("eligible student").
Confidentiality of Educational Records
Educational records are considered confidential. Under most circumstances, records will not be released without the written and signed consent of the student. Educational records include, but are not limited to, grades, class schedules, test scores, academic standing, and academic transcripts. Additionally, FERPA specifies that UCF faculty and staff, in most circumstances, may not disclose non-directory information about students or release educational records to third parties without receiving written and signed consent. Non-directory information includes any data or information that includes the student’s name, parent’s name, other family members, and the student’s social security number or student identification number (UCFID).
Directory Information at UCF
Some information, called Directory Information, may be released to third parties without the student’s prior consent unless the student files a written request to restrict directory information access. FERPA defines "directory information" as information contained in a student's education record that generally would not be considered harmful or an invasion of privacy if disclosed. It is important to note that institutions may wish to review certain aspects of their current FERPA policies (such as what they include within the scope of “directory information,” who they include as “school officials,” and what they consider “legitimate educational interests”) in order to gain maximum flexibility and discretion for information sharing.
UCF’s Commitment to Data Protection
The University of Central Florida (“UCF”) strives to collect only the minimum amount of personal and confidential information necessary to support students, faculty, staff, visitors, and collaborators, and will protect that information when it is in our possession. It is imperative that everyone recognizes that threats to the privacy and security of individuals’ personal data remain on the rise.
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Student Rights and Access to Records
FERPA affords students certain rights with respect to their education records. Schools must honor a request to review a child's education records within 45 days of receiving the request.
Students can authorize the release of their records to specific individuals by logging into my.ucf.edu using their NID and password. On the next page, students will see a list of records for which they can authorize their release. (Be specific about whom University faculty and staff can release records to and be specific about what can be disclosed. When finished, click SAVE.
Exceptions to FERPA Regulations
There are some exceptions to FERPA regulations. For example, information may be released to persons in compliance with a judicial order or lawfully issued subpoena.
Safeguarding Student Information
If distributing paper or tangible assignments with grades, do not leave graded exams, papers, or any documents containing a student’s personally identifiable information (PII), unattended.
FERPA Training at UCF
FERPA training is a prerequisite for obtaining access to student records.
Read also: Student Directory Information
Health Information Privacy (HIPAA)
The University of Central Florida (UCF) has designated itself as a hybrid “covered entity” under the Health Insurance Portability and Accountability Act of 1996 (HIPAA). This Privacy Notice shares the university’s privacy and security practices, which meet HIPAA requirements. UCF may de-identify PHI in accordance with HIPAA standards, combine it with other de-identified patient data, and use the aggregated information for population-based research and analytics. In most cases, written authorization or consent is not required for purposes such as treatment, payment, health care operations, or determining benefits eligibility. When required, authorization for the use or disclosure of PHI is obtained in compliance with HIPAA standards.
Online Privacy and Third-Party Links
When you visit one of our pages that contains this third-party content, information such as IP address, date, browser, and device type, and requested page may be transmitted to that third party. Some pages may contain links to external third parties in order to provide services or products to you. UCF is not responsible for the privacy practices of these external third parties. While we request these third parties protect your information, we do not make any representations about their practices and policies.
Use of Cookies
Targeting/Advertising Cookies are employed by dedicated partners and platforms to advertise on our behalf. Affiliate tracking cookies simply allow us to see what external site/experiences connect you to UCF. We use these cookies to make advertising more engaging and relevant to you and to avoid showing ads you’ve already seen.
UCF College of Medicine uses analytics and log analysis tools to create summary statistics to assess what information is of most interest, identify traffic patterns, determine technical design specifications and identify system performance or problem areas. Most browsers are initially set to accept cookies and most other services that use similar technology are typically initially activated to collect data.
Location Services and the UCF Mobile App
The UCF Mobile app uses either the device’s geographical coordinates (latitude and longitude) or its proximity to a specific Bluetooth beacon to determine if a push notification should be sent to the device or user. In all cases, location information or Bluetooth beacon proximity is solely used to determine if a push notification should occur.
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Addressing Safety Concerns
Although it fortunately is still rare, a student’s statements or behavior sometimes may raise concerns regarding the safety of the student or others. To prevent such harm from occurring, college and university administrators, faculty, and staff who become aware of such statements or behaviors may want to tell someone else - another campus employee, parent, outside health care professional, law enforcement officer, or those with whom the student may interact with - about what they know or believe. They also may be concerned, however, that the Family Educational Rights and Privacy Act (FERPA), the federal statute that governs disclosure of student records and information, prevents them from doing so. Concerns about the ability to communicate critical information in an emergency are, in large part, the result of misunderstandings about FERPA. We offer the following information to demonstrate that FERPA is not a significant obstacle to appropriate (and desirable) communications intended to protect student, campus, or public safety. FERPA is not a serious impediment to the sharing of student information among campus officials or appropriate third parties when there is a legitimate concern relating to campus safety.
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