FERPA (Family Educational Rights and Privacy Act)
The Family Educational Rights and Privacy Act of 1974, as amended (also sometimes referred to as the Buckley Amendment), is a federal law regarding the privacy of student records and the obligations of the institution, primarily in the areas of release of records and the access provided to these records. Any educational institution that receives funds under any program administered by the U.S. Secretary of Education is bound by FERPA requirements. Institutions that fail to comply with FERPA may have funds administered by the Secretary of Education withheld.
Education Records
Under FERPA, education records are defined as records that are directly related to a student and are maintained by an education agency or institution or by a party acting for the agency or institution. Education records can exist in any medium, including: typed, computer generated, videotape, audiotape, film, microfilm, microfiche and email, among others.
Education records DO NOT INCLUDE such things as:
- Sole possession records such as records or notes in sole possession of the maker, used only as a personal memory aid and not revealed or accessible to any other person except a temporary substitute for the maker of the record. (This might include notes an instructor makes while providing career or professional guidance to a student.)
- Medical treatment records that include but are not limited to records maintained by physicians, psychiatrists and psychologists.
- Employment records when employment is not contingent on being a student, provided the record is used only in relation to the individual’s employment.
- Records created and maintained by a law enforcement unit used only for only that purpose and revealed only to law enforcement agencies of the same jurisdiction, as long as the enforcement unit does not have access to education records.
- Post-attendance records such as information about a person obtained when the person was no longer a student (e.g., alumni records) and does not relate to the person as a student.
Access to Student Education Records
According to FERPA, personally identifiable information in an education record may not be released without prior written consent from the student. Some examples of information that may not be released without prior written consent of the student are:
- Birth date
- Religious affiliation
- Citizenship
- Disciplinary status
- Ethnicity
- Gender
- Grade point average (GPA)
- Marital status
- SSN and student ID number
- Grades and exam scores
- Test scores (such as SAT, GRE, etc.)
- Progress reports such as STARS
The university will not release personally identifiable information from a student’s education record without the student’s prior written consent. Even parents are not permitted access to their child’s education records unless the student has provided written authorization permitting the parents’ access. Exceptions are noted in the university’s policy (located in the Office of the General Counsel and in the Office of the Vice President for Student Affairs) concerning the privacy of student education records and include: access by university officials the institution has determined to have a legitimate educational interest; access by school officials at other schools where the student seeks to enroll; access for the purpose of awarding financial aid; and subpoenas.
“University officials” typically include anyone employed by the university in an administrative, supervisory, academic, research, or support staff position; any person elected to the Board of Trustees; students serving on official university committees; and people employed by or under contract with the university to perform a specific task.
A university official has a “legitimate educational interest” if the official needs to review an education record in order to fulfill their professional responsibility.
Student's Right to Review and/or Correct Their Records
Students and former students have rights to inspect and review their education records within 45 days after the university receives the request for access. The right of inspection and review includes: the right to access, with an explanation and interpretation of the record, and the right to a copy of the education record when failure to provide a copy of the record would effectively prevent the student from inspecting and reviewing the record. The institution may refuse to provide a copy of a student’s education record provided such refusal does not limit access.
Limitations exist on students’ rights to inspect and review their education records. For example, the institution is not required to permit students to inspect and review the following:
- Financial information submitted by parents.
- Education records containing information about more than one student. (However, the institution must permit access to that part of the records that pertains only to the inquiring student.)
- Confidential letters and recommendations placed in the student’s file before January 1, 1975.
- Confidential letters and statements of recommendation placed in the records after January 1, 1975, to which the student has waived their right to review and that are related to the student’s admission, application for employment or job placement, or receipt of honors. Upon a request from a student, they will be notified of the names of the persons making the recommendations and that such recommendations cannot be used other than for their intended purposes.
A student has the right to request amendment to any of their education records that they believe are inaccurate, misleading, or otherwise in violation of their privacy rights under FERPA. Should a student believe an education record is inaccurate or misleading, a request for amendment or correction should be addressed, in writing, to the university office maintaining the record in question. The custodian of records for that office may correct or amend the record in question or may determine that the record is accurate as it stands.
In instances when a dispute cannot be resolved between the student and the office maintaining the record in question, the student may request a formal hearing by the university to resolve the issue. Questions about and requests for formal hearings should be directed to the Office of the General Counsel. This provision for amendment does not apply to disputed grade information on academic transcripts.
Types, Locations, and Custodians of Education Records
| Type | Location | Custodian |
|---|---|---|
| Academic Records (Dental students) | Registrar, School of Medicine | Registrar, Dental School |
| Academic Records (Medical students) | Keith Administration Building at the Health Sciences Campus | Keck School of Medicine Registrar, Office of the Vice Dean |
| Academic Records (Law students) | Law School LAW 300 MC 0071 | Registrar, Law Center |
| Academic Records (Undergraduate/graduate students) | Registration & Records JHH Lobby | Registrar |
| Financial Aid Records | Admission/Financial Aid JHH 340 MC 0911 | Associate Dean |
| Financial Records | Financial Services UGB 203 MC 8002 | Executive Director |
| Health Records | Student Health Center ESH MC 3261 | Director, Patient Care |
| Student Conduct Records | Student Judicial Affairs and Community Standards Office STU 206 MC 4894 | Director |
Directory of Public Information
FERPA has specifically identified certain information called directory information that may be disclosed without student consent. Although directory information may be disclosed without student consent, USC is not required to release directory information.
USC has designated the following information as directory information and may release this information, unless the student has submitted a request for non-disclosure:
- Address (local and permanent)
- Telephone number (local and permanent)
- University email address
- Student photo
- USC attendance dates
- USC degrees earned (with dates)
- Academic honors
- Major, minor and degree objective
- Expected date of graduation
- Previous schools attended
- Enrollment status (class level)
- Currently enrolled (Y/N)
- Participation in officially recognized activities and sports
Continuing Education (CEU) Transcripts
To obtain transcripts for CEU students, please mail your request to:
Registrar / C.E.U. Transcripts
University of Southern California
University Park Campus
700 Childs Way, John Hubbard Hall Lobby (JHH)
Los Angeles, CA 90089-0912
There is a $15 charge for C.E.U. transcripts.
Written requests must be signed by the owner of the record. Students must clear holds on their records before the Transcript department will process a request. Current and recently enrolled students may check for holds on myUSC.