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UNO | Student Enrollment Services | Records & Registration

Understanding the Use of Student Records and the Student Information System

It is imperative that each employee or recipient understand and accept the responsibility of working with confidential student records. The Family Educational Rights and Privacy Act mandates that student academic records are to be kept in confidence. Normally, non-directory* information cannot be disclosed to a third party without the student's written permission. Unless written permission is obtained, the discussion, use or access of student records is limited to job-related legitimate educational interests.

The security required for the processing and maintenance of student records extends to the use of computer records as well as paper and microfilmed records. Student information entered in any computer database must not be altered or falsified in any manner, and the use or access of these records must be limited to job-related, legitimate educational interests.

Some examples of inappropriate use of student records:

  1. Posting grades publically using the student ID (SSN). Please use an identifier that the student chooses privately, so as to not be in a personally-identifiable form.
  2. Discussing student records with any person without a legitimate education need-to-know. This pertains to to discussions on and off the job.
  3. Removing any document from the office for non-business purposes. Confidential student academic records should not be taken home.
  4. Accessing or reviewing a student's academic record without legitimate education interest (need-to-know).
  5. Releasing any non-directory* student information to any individual (including parents) without the student's written permission.
  6. Releasing any non-directory* student information to any student or University organization without the student's written permission.
  7. Leaving reports or computer screens containing confidential student information in view of others who do not have a legitimate education interest in the data.
  8. Making personal use of student information.
  9. Allowing another person to use your computer access code.
  10. Leaving your computer terminal unattended if "logged on" to a student database past the point of sign on and security procedures.

Any unauthorized use or misuse of confidential records can be grounds for dismissal from the institution. Violations of FERPA may result in the suspension of all federal Title IV (financial aid) funding for the University.

*The only information which can be released to a third party without student permission is directory information. Directory information is comprised of the student's name, dates of attendance, degrees granted, date of degrees. college, major, class standing, campus and permanent addresses and phone numbers.