FERPA Guidelines

The Family Educational Rights and Privacy Act of 1974 protects:
  • The right to inspect and review education records.
  • The right to seek to amend those records.
  • The right to limit disclosure of information from the records.
Educational records include:

Any records, in whatever medium (handwritten, computer media, print, e-mail, magnetic tape, film, diskette, microfilm and microfiche, video or audio tape), that are in the possession of any school official.

Texas Wesleyan's unrestricted directory information includes:
  • Student’s name, address(es) and telephone numbers
  • Date and place of birth
  • Participation in officially recognized activities and sports
  • Dates of attendance
  • Major field(s) of study
  • Degrees and awards received
  • Denominational or religious preference
  • Most recent previous school attended
  • Athletic team members: height, weight and position played
What is considered confidential information
  • Grades
  • Financial information (includes outstanding balances on accounts)
  • Academic probation, academic suspension or dismissal information
  • Records of judicial proceedings
  • All other records that are not labeled directory information
Parental access to children’s education records

At the postsecondary level, parents have no inherent right to inspect a student’s education records.
The right to inspect is limited solely to the student.

Records may be released only under these circumstances:
  • Through written consent of the student
  • In compliance with a subpoena
  • Parents provide a copy of the most recent Federal Income Tax form showing that the student was claimed as a dependent.
What does this mean to me?
  • Public posting of grades either by student name, ID number or SS number without the students written permission is a violation of FERPA.
  • Returning of papers via an “open” distribution system is a violation of FERPA.
  • Transporting student files from campus for any reason is in violation.
  • Transmitting student grades via campus e-mail is not recommended.
What information may be included in letters of recommendation?
  • Written permission of the student is required if any information included in the recommendation is an “education record.” For example, grades and GPA.
Who do I call if I have a question?
  • Kay VanToorn in the Office of Student Records, extension 4414
  • Family Policy Compliance Office, U.S. Department of Education, Washington, D.C. (202) 260-3887
Contact Information

The Office of Student Records
Location: Oneal-Sells
Administration Building,
Third Floor
registrar@txwes.edu
Phone: 817-531-4414
Fax: 817-531-4464
Hours: Mon-Fri, 8am-5pm

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