FERPA & Student Records


FERPA, 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.

What kind of records does FERPA protect?

FERPA applies to personally identifiable information in education records. Any record - in any medium, including handwriting and email - which is directly related to a student and maintained by the University of South Dakota, a school or college of the University of South Dakota, or party acting on behalf of USD is considered an education record.

  • Education records do not include the following:
  • Sole possession records - records kept in the sole possession of the maker and are not accessible or revealed to any other person except a temporary substitute for the maker of the record;
  • Student Health Services, Student Counseling Center, Counseling and Family Therapy Center, Psychological Services Center, TRIO Program, and Office
  • Disability Services records maintained solely for the purpose of that department;
  • University Police Department records; and
  • Alumni records collected about an individual after that person is no longer in attendance at the University of South Dakota.

What is included in Directory Information?

FERPA allows certain information — known as directory information — to  be disclosed without the student's permission. At the University of South Dakota, directory information includes the following items:

  • Student name
  • Address
  • Email
  • Hometown
  • Major field of study
  • Past and present participation in officially recognized activities and sports
  • Enrollment status (undergraduate or graduate, full- or part-time)
  • Class
  • Dates of attendance
  • Degree(s) conferred (including dates)
  • Honors and awards received (but not scholarships)
  • Most recent school(s) attended
  • Weight and height of members of athletic teams
  • Photograph

Who has access to student educational records?

According to FERPA, non-directory information may not be released without prior written consent from the student. Exceptions are listed in the USD student handbook and USD student records policy and include the following:

  • School officials with legitimate educational interest
  • Other schools to which a student is transferring
  • Specified educational officials for audit or evaluation purposes
  • Appropriate parties in connection with financial aid to a student
  • Organizations conducting certain studies for or on behalf of USD
  • Accrediting organizations
  • To comply with a judicial order or lawfully issued subpoena
  • Appropriate officials in cases of health and safety emergencies

Frequently Asked Questions

Take the Next Step