{"id":6755,"date":"2025-06-13T15:42:33","date_gmt":"2025-06-13T22:42:33","guid":{"rendered":"https:\/\/medicine.wsu.edu\/md\/?page_id=6755"},"modified":"2025-07-14T12:47:16","modified_gmt":"2025-07-14T19:47:16","slug":"faculty-administration-access-to-student-records","status":"publish","type":"page","link":"https:\/\/medicine.wsu.edu\/md\/policies\/faculty-administration-access-to-student-records\/","title":{"rendered":"Faculty and Administration Access to Student Records Policy\u00a0"},"content":{"rendered":"\n

 Policy Number: <\/strong>EC.11.02.170718 <\/p>\n\n\n\n

Applies to: <\/strong>Faculty, administration, staff, and students <\/p>\n\n\n\n

Date: <\/strong>06\/04\/2024 <\/p>\n\n\n\n

1.0 Policy Statement <\/h2>\n\n\n\n

Access to students\u2019 educational records is provided in accordance with the Family Educational Rights and Privacy Act (FERPA) and Washington State University (WSU) policy. <\/p>\n\n\n\n

2.0 Definitions <\/h2>\n\n\n\n

Directory Information<\/h3>\n\n\n\n

Information contained in a student\u2019s educational record that would not generally be considered harmful or an invasion of privacy if disclosed. WAC 504-21- 050(5)<\/a> establishes what constitutes directory information<\/a> at WSU. <\/p>\n\n\n\n

Education Records<\/h3>\n\n\n\n

Any record that is maintained by the institution and contains information that is directly related to a student, including enrollment information, grades, and advising files. This does not include letters of recommendation which the student waived their rights to. <\/p>\n\n\n\n

FERPA (20 U.S.C. \u01ba 1231g; 34CFR)<\/h3>\n\n\n\n

The Family Educational Rights and Privacy Act is a federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. <\/p>\n\n\n\n

3.0 Responsibilities <\/h2>\n\n\n\n

Office of Student Experience (Student Affairs) <\/p>\n\n\n\n

4.0 Procedures <\/h2>\n\n\n\n

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their educational records. These rights are listed at WSU FERPA \u2013 Rights and Responsibility<\/a>. <\/p>\n\n\n\n

If a faculty and\/or administrator has a valid reason to need access to a student record, they must submit an online Information Request Form<\/a> identifying the record(s) they wish to inspect and purpose. This form is sent to the Office of Student Experience (Student Affairs), and the Assistant Dean for Student Affairs will work with the owners of the educational record to determine if this need is valid. Access is provided via email with a link to a secure file for the applicable documents.\u00a0<\/p>\n\n\n\n

Requests that cannot be filled internally or requests from outside of WSU must be emailed to the WSU Registrar\u2019s Office at recordrequest@list.wsu.edu<\/a> to complete the applicable forms. <\/p>\n\n\n\n

All persons with access to FERPA-protected information must complete FERPA training<\/a> prior to receiving access. <\/p>\n\n\n\n

Release of Information <\/h3>\n\n\n\n

WSU may release student directory information unless students have restricted their information from being released publicly. Education records or personally identifiable information <\/p>\n\n\n\n

Contained in education records will only be released upon the student\u2019s written consent or other applicable FERPA exceptions. Details for releasing student educational records or personally identifiable information is contained in WAC 504-21-050<\/a>. For more information on FERPA and release of information under FERPA, please see WSU\u2019s FERPA<\/a> notice or the Department of Education\u2019s website. <\/p>\n\n\n\n

5.0 Related Policies<\/h2>\n\n\n\n