Section I.
DEFINITIONS
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| A. |
Education Records includes any information or data recorded in any medium, including but not
limited to, handwriting, print, tapes, film, e-mail, microfilm, and
microfiche, which is directly related to a student and maintained by the
University or by a person acting for the University.
The term “Education Records” does not include:
- Records that are kept in the sole possession of the maker of the
records, are used only as a personal memory aid, and are not accessible
or revealed to any other person except a temporary substitute for the
maker of the record. These records are not to be revealed in a meeting where minutes are being
taken or with a secretary for the purpose of typing them or to organize
private files.
- The records maintained solely for law enforcement purposes by
University law enforcement units.
- Employment records made and maintained in the normal course of
business and related exclusively to the individual in that individual's
capacity as an employee and are not available for use for any other
purpose.
- Records created or maintained by a physician, psychiatrist,
psychologist, or other recognized professional or paraprofessional
acting in his or her professional capacity and used only in the
treatment of the student and not available to individuals other than
those providing the treatment.
- Records that only contain information about an individual after
that individual is no longer a student at the University (e.g.,
information collected by the University pertaining to alumni
accomplishments).
- Admission records for a student who does not officially attend
the program of admission. If the student completed a course at the
University but never officially attended as a degree candidate in the
program of admission, then the student has FERPA rights with respect to
that course but does not have rights with respect to the admissions
credentials for that program.
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| B. |
Student includes
any individual who is officially registered and in attendance or has
been officially registered and in attendance at The University of
Arizona and about whom the University maintains education records.
A person who has applied for admission to, but has never been in
attendance at a component unit of the University (such as the various
colleges, departments, schools or degree programs which comprise the
University), even if that individual is or has been in attendance at
another component unit of the University, is not considered to be a
student at the component unit to which an application for admission has
been made. For example, a student in an undergraduate college who applies
for admission to the College of Medicine would not be a student at
the College of Medicine until such time as he or she has been in
attendance at the College of Medicine.
Postsecondary education students are divided into two
groups -- those dependent on parental support while in attendance, and
those not dependent on their parents. Both classes of students are accorded the same rights under the
Act, except that the parents of dependent students may
examine their dependent's education records without the student's
consent, which is not the case with parents of independent students.
Student dependency is defined by Section 152 of the Internal
Revenue Code of 1986. Under
the Act, the students' dependent status relates only to the right of
their parents to review education records.
To exercise these rights, both students and parents of dependent students
should complete certain forms described in subsequent sections of this
manual. |
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| C. |
Parent
means a parent of a student and includes a natural parent, a guardian,
or an individual acting as a parent in the absence of a parent or a
guardian. |
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| D. |
Attendance
at the University includes, but is not limited to,
attendance in person and
by correspondence, and the period during which a person is working under
a work-study program. The term does not apply to applicants for admission nor
does it apply to persons who have been admitted but who have not officially registered
and been in attendance. |
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| E. |
Directory Information - The
University designates the following categories of student records
information as Directory Information: student’s name, date of birth, local/residence hall address,
local/residence hall telephone number, official university electronic mail address,
college, class standing/classification, academic
program (degree, major, minor), dates of attendance, status (full or
part-time registration), degree(s) received, honors and awards received,
participation in officially recognized activities, and weight and height of
members of athletic teams.
The
University without the consent of the student may disclose directory
Information unless the student has restricted
the release of this information.
See also,
Notice of Directory Information. |
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| F. |
Disclosure
means
permitting access, release, transfer or other communication of
personally identifiable information contained in education records by
any means to any party. |
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| G. |
Personally identifiable
means
that the data or information includes the name of a student, the
student's parent, or other family member; the address of the student or
student’s family; a personal identifier, such as the student's
identification number or social security number; or a list of personal
characteristics that would make the student's identity easily traceable. |
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| H. |
Legitimate educational interests
means
(1) the information or records requested is relevant and necessary to
the accomplishment of some task or determination; and, (2) the task or
determination is an employment responsibility for the inquirer or is a
properly assigned subject matter for the inquirer's determination; and,
(3) the task or determination is consistent with the purpose(s) for
which the record, information, or data are maintained. |
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| I. |
School Officials are those members of the
institution acting with legitimate educational interests including
faculty, clerical, ancillary, research and professional employees,
medical and legal personnel, and members of university, college, or
departmental committees. School Officials also include persons,
companies or agencies with whom the University has contracted to
provide services that the University, itself, would otherwise
have to provide (such as an attorney, auditor, collection agent,
security service or other service provider). |
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