Information about students and former students gathered by the University of Oklahoma is of two types: directory and confidential. Any office gathering such information and/or having custody of it shall release it only in accordance with the Family Educational rights and Privacy Act (FERPA). FERPA is the federal law that governs the rights of students and university responsibility with respect to student records. When a student enters a university and furnishes data required for academic and personal records, there is an implicit and justifiable assumption of trust placed in the University as custodian of such information. This relationship continues with regard to any data subsequently generated during the student's enrollment. A student’s education record includes any records maintained by the University that are directly related to that student, including but not limited to, handwriting, print, computer media, video or audio tape, film, microfilm, and microfiche. While the University fully acknowledges the student's rights of privacy concerning this information, it also recognizes that certain information is part of the public record and may be released for legitimate purposes.
This is information, which routinely appears in student directories and alumni publications and may be freely released. The University of Oklahoma has designated specific information as Directory Information:
The University of Oklahoma may disclose any of the above listed items, without the student’s prior written consent, unless the student elects to withhold directory information by notifying the Office or Academic Records in writing.
A student may elect to withhold directory information by filling out the Directory Hold Form. For students who withhold directory information, University officials are prohibited from releasing any information without a written release from the student.
Any information that is not included in the definition of the institution's directory information is confidential and may not be disclosed without the student's signed and dated release, except as otherwise provided by law:
Personal information shall only be transferred to a third party, however, on the condition that such party will not permit any other party to have access to the information without the written consent of the student.
University employees may not disclose personally identifiable information to anyone other than the student about whom the information pertains. Personally identifiable information is information that directly identifies a student or would make the student's identity easily traceable, including but not limited to: the student’s name, the name of the student’s parent or other family members, the address of the student or the student’s family, personal identifiers such as the student’s social security number or biometric record, other indirect identifiers such as the student’s date of birth or mother’s maiden name, or other information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty, or information requested by a person who the educational agency or institution reasonably believes knows the identity of the student to whom the education record relates.
You should always check and double check your recipient list before sending non-directory, student education information via email. You must ensure that you are not disclosing non-directory, student education information to anyone other than the student about whom the information pertains.
Remember, just because you have access to student data does not mean you have the authority to release the information without the student’s consent.
