Definitions

Education Records - Those records that are:

  • directly related to a student and
  • maintained by the institution or by a party acting for the institution are considered education records.

The term "education records" does not include the following:

  • Records of instructional, supervisory, administrative, and certain educational information that is in the sole possession of the maker thereof, and are not accessible or revealed to any other individual.
  • Records maintained by a law enforcement unit of the educational agency or institution that were created by that law enforcement unit for the purpose of law enforcement.
  • Records relating to individuals who are employed by the institution, which are made and maintained in the normal course of business, relate exclusively to the individuals in their capacity as employees, and are not available for use for any other purpose. Records of individuals who are employed as a result of their status as students (for example, work study students) are education records.
  • Records related to students which are:
    • Created or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional, acting in his/her professional capacity or assisting in a paraprofessional capacity or assisting in a paraprofessional capacity.
    • Used solely in connection with the provision of treatment to the student.
    • Not disclosed to anyone other than individuals providing such treatment.

Eligible student – a student age 18 or older or enrolled in a postsecondary institution at any age.


In attendance - At the University of Northern Colorado (UNC), a student is considered to be "in attendance" on the first day of the first term for which a student is registered.


Directory Information - FERPA directory information is information contained in in your education record that generally would not be considered harmful or an invasion of privacy if disclosed. Under current UNC policy, the following information is designated as directory information:

  • Student name
  • Student address and phone number (including local mailing and permanent addresses)
  • Email address
  • Date of birth
  • Dates of attendance
  • Full or part-time enrollment
  • Student classification
  • Major field of study
  • Degrees pursued or being pursued
  • Degree conferred and dates
  • Honors, awards and publications
  • Most recently attended educational institution
  • Participation in officially recognized sports and activities, past and present
  • Physical factors of athletes

School Official - A school official is a person employed by the University of Northern Colorado in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of the University of Northern Colorado who performs an institutional service of function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. 


Legitimate Educational Interest - A school official has a legitimate educational interest in information contained in a student’s education records if the information is necessary for that official to perform a task within the scope of his/her responsibilities that relates to the student or to the management and administration of education at the University of Northern Colorado.  The information is to be used within the context of official University business and not for purposes extraneous to the official’s areas of responsibility or to the University.


Legitimate educational interests would include teaching, research, public service, and such directly supportive activities as academic advising, general counseling, therapeutic counseling, discipline, vocational counseling and job placement, financial assistance and advisement, medical services, safety, raising endowment in support of student scholarships, and academic programs and academic assistance activities.