Navigating Student Directory Information at Wisconsin Universities: A Comprehensive Guide

This article provides a comprehensive overview of student directory information policies at Wisconsin universities, focusing on the Family Educational Rights and Privacy Act (FERPA) and the Wisconsin Public Records Law. It aims to clarify student rights and institutional responsibilities regarding the disclosure of student information.

Introduction

Wisconsin universities, as public institutions, operate under the Wisconsin Public Records Law, which mandates the release of certain information. However, student privacy is also protected by the federal Family Educational Rights and Privacy Act (FERPA). This article explores how these laws intersect and how students can manage their directory information.

Understanding Directory Information

Directory information is data that the university can publicly release. The University of Wisconsin-Stevens Point designates categories of information as public unless a student chooses to withhold it. Examples include a student’s name, address, major field of study, and enrollment status. It is important for students to consider the consequences of restricting this information, as it may impact external requests for verification.

FERPA Rights and Student Control

FERPA grants students significant rights regarding their education records. These rights transfer from the parent to the student when the student turns 18 or begins attending a postsecondary institution. Students have the right to:

Request that their directory information not be published or disseminated.
Review their education records.
Seek to amend inaccurate or misleading information in their education records.
Provide consent for the disclosure of their education records, with certain exceptions.

Restricting Directory Information

Students can restrict their directory information to prevent the university from releasing it to third parties. At UWL (presumably the University of Wisconsin-La Crosse), students can use WINGS (presumably a student information system) to manage their privacy settings. Withholding requests are binding, meaning the university will refuse future requests for the information, with exceptions allowed under FERPA.

Read also: GPA Insights: UW-Madison

FERPA Secure PIN

Some universities, like UWL, allow students to create a FERPA Secure PIN for third parties, including parents. This PIN grants permission for the university to discuss financial and/or academic records with the designated person. The PIN does not grant access to the student's account in WINGS, student grades, or their current class schedule. Students can change or remove the FERPA Secure PIN at any time.

Disclosure Exceptions Under FERPA

While FERPA generally requires student consent for disclosing education records, there are several exceptions:

To school officials with legitimate educational interests.
To other schools to which a student is transferring.
To specified officials for audit or evaluation purposes.
To organizations conducting studies for or on behalf of the university.
To accrediting organizations.
To comply with a judicial order or lawfully issued subpoena.
To appropriate parties in a health or safety emergency.
To the Department of Education, the Comptroller General, and state and local educational authorities, in connection with certain state or federally supported education programs.

Health and Safety Emergencies

In a health or safety emergency, university officials may disclose education records if they believe it is necessary to prevent or mitigate risk to an individual's health or safety. This determination is made on a case-by-case basis by experienced university officials.

Subpoenas and Court Orders

If the university receives a subpoena or court order for a student's education records, it must review the document to ensure it is legitimate and enforceable. The student must be notified of the subpoena, unless the subpoena directs otherwise.

Education Records of Former and Deceased Students

FERPA protects the education records of former students. However, information collected after a student has graduated is not protected. FERPA does not protect the education records of deceased students. However, the person requesting the records must provide proof of death, and there may be other legal and policy considerations.

What Constitutes a Legitimate Educational Interest?

Those individuals who need to review an education record to fulfill their job responsibilities generally have a legitimate educational interest in reviewing the record.

Fees Associated with Data Requests

UW-Milwaukee charges a minimum fee of \$60 for processing requests for student data. Requests requiring more than one hour are billed at \$60 per hour. Billing information must be submitted before processing begins.

Faculty Responsibilities

If a student asks a faculty member for a reference, the faculty member needs a release from the student if the reference includes education records or record information protected by FERPA.

Special Cases: Disability Records

Records relating to students with disabilities are education records protected by FERPA. Disability records must be maintained separately from other education records because of the sensitive and private information contained in them. The best practice is to maintain student disability records in the institution’s disability services office. Access to these records is on a need-to-know basis. Faculty will generally not need to know specific information regarding a student’s disability.

Campus Law Enforcement Records and Arrest Warrants

If the police arrive with an arrest warrant for a student and seek access to the student’s class schedule, they need a subpoena to obtain that record. However, one option is to call the student to the main office (or a more private office) and allow law enforcement to serve the warrant at that location.

Electronic Recording of Classes

Class sessions may be audio-visually recorded for enrolled students who are unable to attend live or who want to refer back to the material. Students who participate with their camera engaged or utilize a profile image are agreeing to have their video or image recorded.

Directory Corrections at UW-Madison

The DoIT Help Desk maintains help documents related to making directory corrections at UW-Madison.

Terms of Use for UW-Madison Directory

Use of the UW-Madison directory (White Pages) is restricted to single online look-up of individuals and departments. It is not intended or designed for large volume, bulk, reporting, or system authentication and/or authorization. The directory queries are monitored for misuse of the directory information and violators will be contacted.

Protecting your Information

Students contacting UWL offices remotely, such as through a phone call, must provide their student ID number and another piece of identifiable information, such as the six-digit FERPA Secure PIN available in their WINGS Student Center. UWL encourages students to create a FERPA Secure PIN to help protect their student records from being released to the wrong person. This FERPA Secure PIN can be changed at any time. Students should not share their personal FERPA Secure PIN with anyone.

Paying Tuition

Students may provide parents or guests a way to pay tuition through CashNet without access to WINGS.

tags: #wisconsin #student #directory #information