The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records.  This includes but is not limited to Social Security numbers, class rolls, advising files, tests, MAP reports, and a student’s class schedule.  These rights are listed below.  As an employee of Murray State University you are expected to comply with this federal law.  The Registrar’s Office is the official source for all student data, and the Registrar is the authorized party to determine right of access to student data.  Murray State identifies faculty members as school officials with a right to access certain specified student records based on an appropriate “need to know.”  Before an employee can gain on-line access to data he/she must participate in Confidentiality/FERPA training provided by the Registrar’s Office.  The Registrar assigns a password to the advisor PIN site (accessed from MSU’s home page) after the faculty member has received training.  Key points to keep in mind when working with students or student records are:  do not post or share your password with anyone; unless you are positive of a student’s identification, ask for an ID with photo before discussing or releasing any information about that student to that student; keep all confidential documents in a secure location; do not let other students or employees see information for which they have not been authorized; do not post grades; do not allow students to look through a stack of tests or MAP reports for their specific documents; get signed permission forms before preparing letters of recommendation, and keep those forms for at least one year after the student has left the University or one year after the letter was written, whichever is later; include confidentiality/FERPA issues in the training or performance evaluations for any student workers or employees that you supervise; since you are given access to student data only for your professional needs, refer third-party requests for student data  to the Registrar; and when in doubt contact the Registrar for guidance on issues that relate to confidentiality of student records. 

1.   The right to inspect and review the student’s education records within 45 days of the day the University receives a request for access.  Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect.  The University official will make arrangements for access and notify the student of the time and place where the records may be inspected.  If the records are not maintained by the University official to whom the request is submitted, then that official shall advise the student of the correct official to whom the request should be addressed. 

2.   The right to request the amendment of the student’s education record that the student believes is inaccurate or misleading.  Students may ask the University to amend a record that they believe is inaccurate or misleading.  They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.  If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment.  Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing. 

3.   The right to consent to disclosures of personally identifiable information (non-directory information) contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.  One exception that permits disclosure without consent, is disclosure to school officials with legitimate educational interests.  A school official is a person employed by the University in an administrative, supervisory, academic, research, or support staff position (including Public Safety personnel and Student Health Services staff); a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Regents; or a student serving on an official committee, such as disciplinary or grievance committee, or assisting another school official in performing his or her tasks.  A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities. 

4.   The right to request that directory information is withheld from disclosure to parties other than school officials.  Murray State University considers the following information to be “directory information” that may be released at its discretion, unless the student has indicated that any or all of the items are not to be released:  name, addresses, classification, dates of attendance, telephone numbers, date of birth, place of birth, major field of study, e-mail address, participation in officially recognized activities and sports, weight and height of a member of an athletic team, degrees and awards received, and most recent previous educational institution attended.  The student may request non-release of this information by coming to the Admissions and Registrar’s Office during the first five days of classes and signing a form indicating the items to be withheld.  This must be done at the first of each semester in which information is to be withheld.  A request made during the last term a student enrolls remains in effect until the student notifies the Registrar to release the hold. 

5.   The right to file a complaint with the U.S. Department of Education concerning alleged failures by Murray State University to comply with the requirements of FERPA.

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