FERPA Student Guide

FERPA Student Guide

FERPA (Family Educational Rights and Privacy Act) is a federal law in the United States that governs the privacy and security of student education records. Under FERPA, personally identifiable information may not be released from a student’s education records without his or her prior written consent. As a university student, it is essential to understand the privacies and record maintenance you are entitled to under FERPA law. The latest university policies and procedures are detailed in Policies and UPM #21.

FERPA PINs

In compliance with FERPA, you will need to set up Personal Identification Numbers (PINs) in ConnectCarolina to discuss your student account information. You or someone authorized to discuss your record on your behalf (a proxy) will need to provide a valid PIN when calling, emailing, or visiting our office in person.

It is required that a PIN is provided when contacting the following offices to discuss information specific to your record:

When do I need a PIN?

A PIN is required when you are contacting the office to discuss information specific to your student record. This includes topics like your grades, class enrollment, and residency status. For example, “Why was I not eligible for the Dean’s List last semester?” requires a PIN because the answer is determined by review of your GPA, grades, and class schedule for the term.

You do not need a PIN when you are contacting the office with a general question that does not require review of your student record. This pertains to subjects like policies, procedures, and details on dates from the academic calendar. For example, “What are the requirements to be eligible for the Dean’s List?” does not require a PIN because it is a general question about University policy.

How do I create a PIN?

Step 1 : Create Your FERPA PIN

This is the PIN you will use to discuss your student record with an office administrator directly. To keep your information safe, do not share this PIN with anyone else.

  1. Log into ConnectCarolina
  2. Navigate to the Personal Information tile.
  3. Select the Student PIN tab.
  4. Enter your desired PIN into the 4-digit Student PIN field and Save.

You may return to this page to change your PIN if needed.

Step 2 : Create a Proxy PIN (optional)

As a student, you can set up a PIN for anyone (e.g., parents or guardians) to access your information. You choose what information they can see, such as addresses, GPA, and billing. A proxy cannot access or discuss your student information with University administrators without providing the 4-digit PIN you created for them.

  1. Log into ConnectCarolina.
  2. Navigate to the Student HomePage Links box.
  3. Select Share My Student Information.
  4. Choose Authorize University Offices to Communicate with Individuals from the listed options.
  5. Complete the contact information fields.
  6. Enter the 4-digit PIN they will use.
  7. Select which categories of information you would like to grant them permission to discuss.
  8. Save your changes and share the 4-digit PIN with your proxy.

You may return to this page to make any changes to your previous elections.

Step 3 : Ready to Contact Us

Once you save PIN information in ConnectCarolina, it is ready to share with University staff to discuss your student record. This includes information such as:

  • Your class schedule
  • Your grades from the last semester
  • Your current semester GPA and academic eligibility
  • The current address we have on file for you
  • Your financial aid and scholarship information
  • Your student account and billing

Be sure to have your PIN ready before reaching out!

Proxy Access to ConnectCarolina

You can allow someone else, like a parent or guardian, to view and manage your student information in ConnectCarolina by inviting them to create a Guest ID. They can access various details such as financial aid, tax documents, grades, class enrollment, and contact information.

Directory Information

The University Directory is a database open to the public that includes contact information and other relevant details about members of the UNC Chapel Hill campus community such as students, faculty, and staff.

The University Directory is available to the public at directory.unc.edu. Additionally, some professional and graduate student groups publish directories of students in their departments or schools independently of the main campus directory.

The directory may include information such as:

  • Names
  • Addresses (home, campus, etc.)
  • Email addresses
  • Phone numbers
  • Major of study
  • Degree plan (i.e. Bachelor of Science)
  • Titles or roles within the university

You have the ability to update the information that appears when someone searches for you in the university directory.

Complete the Update Directory Restrictions form to have your directory information updated by our office on your behalf.

A FERPA Privacy Flag restricts the disclosure of your personal information by the University. This means you will not appear in the directory at all nor have any part of your affiliation with the institution disclosed by University faculty or staff without your prior written consent. Additionally, you will not be able to receive any information about your education records by telephone. You will be required to send a written request or visit our office in person to consult University administrators about your record. The privacy flag will remain in effect indefinitely unless you later decide to remove it so these restrictions can be lifted.

  • University officials may access records if they have a legitimate educational interest, defined as the necessity of information for the fulfillment of their assigned duties or contractual obligations to the University.
  • Student information may be disclosed to officials of another educational institution for enrollment or transfer purposes.
  • Information may be disclosed to government agencies for audits, evaluations, or enforcement of legal requirements related to federally or state-supported education programs.
  • Disclosure in connection with Financial Aid for which a student has applied or received.
  • Disclosure to organizations conducting studies for, or on behalf of, the University to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction.
  • Disclosure to a student’s parent(s), if the student is their dependent for federal income tax purposes.
  • Disclosure pursuant to a judicial order or lawfully issued subpoena.
  • Personally Identifiable Information may be disclosed in emergencies to protect the student’s or others’ health and safety.
  • Disclosure of “directory information”.
  • Final results of campus disciplinary proceedings may be disclosed to the victim of alleged crimes of violence or non-forcible sex offenses.
  • Information about violations of alcohol or controlled substance policies may be disclosed to the student’s parent or guardian if the student is under 21 at the time of disclosure.

What information do I have listed in the directory?

Search for yourself in the directory to view your information that appears in the results. Want to change these settings? Complete the Update Directory Restrictions form or add a FERPA Privacy Flag to your record.

FERPA PRIVACY FLAG

This privacy setting restricts the disclosure of your personal information by the University. This means you will not appear in the directory at all nor have any part of your affiliation with the institution disclosed by University faculty or staff without your prior written consent. Additionally, you will not be able to receive any information about your education records by telephone*. To consult University administrators about your record, you are required to send a written request or visit the office in person with a valid photo ID.

*Providing your FERPA PIN does not override the restriction in place by the privacy flag.

University Publications

While a privacy flag is in place you will not appear in the following publications:

Keep this in mind in case you would like to remove your privacy flag before these lists are generated.

Adding a Privacy Flag to Your Record

If you wish to keep all directory information restricted you must make an appointment to visit the Office of the University Registrar (Suite 3100, SASB North) in person*. During this meeting a staff member will inform you of the implications placing a privacy flag has on your account. Should you choose to move forward you will complete and sign official documentation to request the addition of a privacy flag. Once it has been added to your record it will remain in effect indefinitely unless you later decide to remove it.

*Students who are not within commuting distance to the UNC-CH campus can contact the office directly for further instructions.

Removing a Privacy Flag from Your Record

If you currently have a privacy flag and wish you have it lifted you must make an appointment to visit the Office of the University Registrar (Suite 3100, SASB North) in person or send a written request. During this meeting a staff member will inform you of the implications removing a privacy flag has on your account. Should you choose to move forward you will complete and sign official documentation to request the removal of a privacy flag.

UPM #21: Access to Student Records

Policies and Procedures Under FERPA

FERPA Release Exceptions

As a general rule, under the federal Family Educational Rights and Privacy Act (FERPA), personally identifiable information may not be released from a student’s education records without the student’s prior written consent. Exceptions to this rule are set out in the FERPA regulations and the FERPA policy of the University of North Carolina at Chapel Hill. The University may disclose personally identifiable information from a student’s education records without the student’s prior written consent in the following situations, after using reasonable methods to identify and authenticate the identity of the parties to whom it discloses such information.

Disclosure to officials of another institution in which the student seeks or intends to enroll and disclosure to officials of another institution in which a currently enrolled UNC-CH student is contemporaneously enrolled. The University may also make disclosures to an institution where a former UNC-CH student is already enrolled, as long as the disclosures are for purposes related to the student’s enrollment or transfer.

Inclusion in the education records of a student appropriate information concerning disciplinary action taken against the student for conduct that posed a significant risk to the safety or well-being of that student, other students, or other members of the school community.

Disclosure to teachers, officials, and employees of UNC-CH (including employees of the UNC-CH Department of Public Safety); disclosure to contractors of UNC-CH to whom the University has outsourced institutional services or functions (for example, the National Student Clearinghouse, Blackboard, entities providing practical or clinical training for students, and other similar or dissimilar contractors); disclosure to UNC-CH students when they are functioning in an official University capacity (for example, the Honor Court); and disclosure to employees of the General Administration of The University of North Carolina system. In each case disclosure may be made to these individuals and entities only if they have a legitimate educational interest in the information. They are deemed to have a “legitimate educational interest” in the information if it is necessary or desirable for them to obtain it in order to carry out their official duties or their contractual obligations to the University and/or to implement the policies of The University of North Carolina, or if it is in the educational interest of the student in question for such individuals and entities to have the information.

Disclosure of “directory information,” which the University defines as: the student’s name; address (local and grade/billing address); student e-mail address; telephone listing (local and grade/billing telephone numbers); date and place of birth; major field of study; class (freshman, senior, etc.); enrollment status (full-time, half-time, part-time); person ID number (PID); anticipated graduation date; participation in officially recognized activities and sports; weight and height of members of athletic teams; dates of attendance; degrees and awards received; the most recent previous educational agency or institution attended by the student; and the county, state and/or U.S. territory from which the student entered the University. The University makes public certain information that has been designated as “directory information” unless the student has notified the Office of the University Registrar to restrict the release of this information. Note that parent name, address, and telephone number are not directory information.

Rights of Inspection and Amendment

FERPA also gives students the right to inspect their education records and to request amendment of those records if they are inaccurate, misleading, or otherwise in violation of the student’s privacy rights.

#1 To inspect education records

To inspect education records, a student must file a written request with the individual who has custody of the records that the student wishes to inspect (University Registrar, Academic Dean, Department Chair, Director of University Housing, etc.).

Important: This request must be honored within 45 days after the records custodian receives it.

#2 To request amendment of education records

To request amendment of education records, a student must first discuss the matter informally with the records custodian.

If the custodian of the records agrees with the request for amendment, the records will be amended.

If not, the custodian will notify the student within a reasonable period of time that the records will not be amended and will inform the student of applicable appeal rights.

#3 To file a complaint

To file a complaint with the U.S. Department of Education alleging that the University has not complied with FERPA.

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C. 20202-5920
Phone: 1-800-USA-LEARN (1-800-872-5327)

 

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