FERPA (Family Education Rights and Privacy Act) was enacted in 1974. It is a set of regulations that apply to those institutions that receive funding from the Department of Education. FERPA was written specifically for students and guarantees them the right to:<\/p>\n\n\n\n
Educational institutions that receive funds under any program administered by the U.S. Secretary of Education are required by law to comply with FERPA.<\/p>\n\n\n\n
Under FERPA, a school official is defined as any staff or faculty member who has a legitimate educational interest. Access to student records is based on a demonstrated need to know.<\/p>\n\n\n\n
NEW As of July 2026<\/strong>, the Washington Administrative Code WAC 478-140-015 has been updated and the definition of a student for the University of Washington as part of our FERPA policy has changed.<\/p>\n\n\n\n (4) \u201cStudent\u201d means, for the purposes of these rules, any person who is or has been in attendance at the University of Washington for at least one day of an academic program or work-study position, and with respect to whom the university maintains education records. A person who has applied to a unit of the university (e.g., college, department, graduate, or professional program) is not considered to be a student of that unit, even if the person has been attending another unit of the university, if the person never attended the unit applied to, and\/or the person\u2019s application is denied.<\/p>\n\n\n\n An education record<\/strong> is defined as any record that directly identifies a student and is maintained by the institution or educational agency or by a party acting for the institution or educational agency. A key distinction of education records is that education records are shared. Education records can exist in any medium including the following: handwritten, typed, computer-generated, videotape, audiotape, film, microfilm, microfiche, e-mail, Zoom recording, Canvas or other LMS education records and others.<\/p>\n\n\n\n FERPA for students<\/a> provides additional information for students.<\/p>\n\n\n\n You must confirm<\/strong> in a UW system of record, such as the Student Database, EARS, or MyGradPlan, that the student has not opted out of directory information release. For example, if the student has indicated in Register.UW that they wish to opt out of directory information release, you may not release that information. If you cannot confirm whether or not a student has opted out, do not release.<\/p>\n\n\n\n “Directory information” is information contained in the student record that generally would not be considered harmful or an invasion of privacy. At UW, this information includes:<\/p>\n\n\n\n Students have the right to request that the University not release their Directory Information. Students who choose to exercise this option are required to conduct all of their university business in person with photo ID.<\/p>\n\n\n\n Upon confirmation that a student has opted out<\/strong> and blocked the release of directory information, no information may be released about that student. The recommended response is, \u201cI have no information about that individual.\u201d<\/strong><\/p>\n\n\n\n The following information should never be given out without the written consent of the student: <\/p>\n\n\n\n The student has a right to inspect and review any departmental or college records you maintain on them except for \u2018sole possession records.\u2019 A sole possession record is a record you never share with anyone else and that is maintained solely by you. Sole possession records cannot be created with the student and\/or any other person present when the memory note was made. Sole possession records are not subject to FERPA.<\/p>\n\n\n\n Are you a new faculty or staff member? Would you like to brush up on your FERPA knowledge? We encourage you to take the UW FERPA training for faculty and staff<\/a>. <\/p>\n\n\n\n Those requesting access to student data via various UW systems will be asked to complete FERPA training in-person\/Zoom. Contact the Office of the Registrar for information.<\/p>\n\n\n\n Important things to remember:<\/p>\n\n\n\n The university is required to prevent improper disclosure of information. Although FERPA authorizes the release of information, we are seldom required to release any information.<\/p>\n\n\n\n The UW Privacy Office provides a tool to report a FERPA violation or accidental release of student data. Please review the information and instructions on how to Report an Incident<\/a> before submitting an incident report.<\/p>\n\n\n\n If you have any questions about FERPA, please contact Pamela Lundquist, UW Bothell Registrar at uwbreg@uw.edu<\/a>.<\/p>\n\n\n\n Remember: When in doubt … don\u2019t give it out!<\/p>\n\n\n\nWhat is an “education record”?<\/h2>\n\n\n\n
Directory Information Release<\/h2>\n\n\n\n
Information that can be released if a student has not opted out<\/h3>\n\n\n\n
\n
Students Who Have Opted Out<\/h3>\n\n\n\n
Information that cannot be released without consent<\/h3>\n\n\n\n
\n
Guaranteed Student Rights Under FERPA<\/h2>\n\n\n\n
Training for UW Staff (including student employees) and Faculty<\/h2>\n\n\n\n
\n
Report a Violation<\/h2>\n\n\n\n
Contact for FERPA <\/h2>\n\n\n\n