Office of the University Registrar

FERPA Information for Students

Confidental Return to FERPA Introduction

Do I Have Access to my own Academic Record?
Are There Limitations to the Access I Have to
my Academic Record?
Can I Request Changes to my Academic Record?
Can I Restrict my Directory Information?
Can my Record be Disclosed w/o my Consent?
Can my Parents Request Access to my Record?

Do Applicants Have FERPA Rights?
Do Admitted Students Have FERPA Rights?
Do Former Students Have FERPA Rights?
Do Deceased Students Have FERPA Rights?

Can I Read my Letters of Recommendation?
Can UF Release Info About me in an Emergency?
What About Drug and Alcohol Violations?

Understanding FERPA – What Would You Do?

Do I Have Access to my own Academic Record?

If you want to view and/or copy your complete academic record, you must complete a Request to Review Academic Record and submit it to the Office of the University Registrar in 222 Criser Hall. You may fax or mail the form, which must include your signature. The Office of the University Registrar may require you to come in person to view/receive a copy of the record.

Only university faculty and staff who have legitimate educational interest may access your academic record.

Are There Limitations to the Access I Have to my Academic Record?

UF is not required to permit students to inspect and review the following:

Financial information submitted by your parents
Confidential letters of recommendation filed before January 1, 1975
Confidential letters of recommendation filed after January 1, 1975 to which you have waived your right to inspect

Note: If an academic record contains information about more than one student, you may access only the part of the record that pertains to you.

Can I Request Changes to my Academic Record?

If you believe your academic record is inaccurate, misleading or in violation of your right to privacy, you may ask that such information be removed or amended. To begin the process, you must complete a Request to Review Academic Record at the Registrar Information Counter in 222 Criser Hall. The Office of the University Registrar will schedule an appointment to review the record and then will make a decision regarding your request.
More information - Undergraduate Catalog

Please note: The right to request amendment of the academic record does not apply to challenging a grade.

Can I Restrict Release of my Directory Information? (Privacy Hold)

You may prevent the release of directory information to third parties by placing a privacy hold on your academic record. To do so, you must be enrolled at the university. Once a privacy hold is in place, you must transact all university business in person with photo identification. The privacy hold will expire only when you request its removal in writing, regardless of withdrawal, graduation or death. Directory information is still available to UF employees with legitimate educational interest, and in other situations where consent is not required by law.

Can my Academic Record be Disclosed Without my Consent?

In certain instances, the law does not require the university to obtain your consent before disclosing information from your academic record. All disclosures to third parties without your consent are maintained as a part of your academic record. The most common examples of disclosures that do not require your consent include:

Disclosures to school officials with a legitimate educational interest
Disclosures to other institutions where you seek to enroll or are enrolled
Disclosures in connection with the receipt of financial aid (validating eligibility)
Disclosures to state/local officials in conjunction with legislative requirements
Disclosures to organizations conducting studies to improve instruction, or to accrediting organizations
Disclosures to parents of dependent students
Disclosures of drug and alcohol violations if twice in one semester or three times during enrollment to parents of dependent students
Disclosures in compliance with a judicial order or lawfully issued subpoena
Disclosures for a health/safety emergency
Disclosures of information from disciplinary proceedings to the alleged victims of violent crimes or sexual offenses
Disclosures of name, sanction and outcome of disciplinary proceedings (public information), only when found in violation, and only for crimes of violence

Can my Parents Request Access to my Academic Record?

When you reach 18 years of age or enroll at a postsecondary institution such as the University of Florida, your parents no longer have the right to access your academic record unless:

You provide a signed, notarized release to the university, specifying what information should be released to your parents, and including the timeframe for the authorization to remain in effect.
The information requested is directory information and there is no privacy hold on your record.
The information is released in response to a lawful subpoena. (As a courtesy, UF will make a reasonable attempt to notify you of disclosures to your parents or in response to a subpoena. Please ensure that you have a current address on file, or such notification will not reach you.)
Your parents can demonstrate that you are a dependent, as defined by the IRS.

Are the Records of Applicants Protected by FERPA?
Persons who applied for admission are protected when they pay their tuition deposit or when they intially register at the University of Florida.

Are the Records of Admitted Students Protected by FERPA?
FERPA rights for admitted students begin when they are considered to be 'in attendance' at UF.

Do Former Students Have FERPA Rights?
Students who have graduated or who no longer attend UF have the same FERPA rights as current students with regard to disclosure of and access to their UF academic records. Former students cannot place privacy holds on their academic records.

Deceased Students are Protected by FERPA
Upon the death of a student, his or her academic record will remain confidential. Records of deceased students maintained by the O.U.R. will be released only to the executor or executrix of the student's estate or to the student's next of kin, upon provision of the required documentation.

Can I Read the Letters of Recommendation in my Academic Record?

You do not have the right to access any academic record to which you have waived access. The most common example is a letter of recommendation written by a third party at your request. Once you waive access to a letter of recommendation, you no longer have the right to see it.

Can the University Release Information About me in an Emergency?

The university may disclose personally identifiable information to appropriate parties in the event of an emergency if this information is necessary to protect your health or safety, or that of other individuals. For example, the university may contact your parents if you have been hospitalized. Generally speaking, the Dean of Students Office (202 Peabody Hall; 352-392-1261) in consultation with the Vice President for Student Affairs (155 Tigert Hall; 352-392-1265) determines what, if any, information can be released, and to whom.

Can UF Release Information About my Drug and Alcohol Violations?

If you are their dependent, your parents will be notified when you violate university alcohol and drug policies twice in one semester or three times during your enrollment at UF, regardless of how much time elapses between violations. If you are hospitalized as a result of drug or alcohol use, the Dean of Students Office may inform your parents if doing so is necessary to protect your health or safety. This policy is outlined in the Code of Student Conduct. All questions related to this policy should be directed to the Dean of Students Office (202 Peabody Hall; 352-392-1261).

Understanding FERPA – What Would You Do?

I know I have a financial hold because of outstanding parking tickets. Can I still obtain access to my record?

Yes, you still have the right to view the contents of your record. However, the university is not required to provide official transcripts until your debt is paid (except for official bankruptcy, if your debts are discharged).

You have asked your history professor to write a letter of recommendation for your application to law school and you signed a waiver of your right to access the letter. If you review your academic record at the Office of the University Registrar, will you be able to see the letter?

No. Once you sign a waiver, you do not have the option to view the letter of recommendation.

To protect your privacy, you don't want your address or phone number released to third parties. Is this possible and if so, how can you accomplish this?

Yes. A privacy hold will prevent disclosure of all directory information, including your address(es) and phone number(s). Go to the Registrar Information Counter in 222 Criser Hall and complete a Restriction of Directory Information. Once a privacy hold has been placed on your record, you must transact all business in person with photo identification. The privacy hold will remain in effect until you request its removal in writing. Only current students may request privacy holds; once you graduate or leave UF, you cannot request a privacy hold.

What if I only want to restrict my address on UF's directory?

To access your directory information, log on to Gatordex with your GatorLink username and password and follow the prompts. You can choose which elements you wish to restrict from the directory, leaving some and deleting others.

After a difficult semester you don't want your parents to find out about your grades. Is there anything you can do?

If your parents claim you as a dependent on their most recent tax return, you cannot prevent them from obtaining access to your record.

You call the O.U.R. to get your grades from last semester. Will the O.U.R. release this informaton over the telephone?

Grades are never released over the phone. You may:

Log on to ISIS to view your grades
Request a transcript from the O.U.R.
Come to the Registrar Information Counter in 222 Criser with a picture ID

A potential employer requests your address, telephone number and grades to conduct a security check. Will the O.U.R. release this information?

If you do not have a privacy hold, the O.U.R. can provide your directory information, which includes your address and phone number. However, the O.U.R. will not provide your grades without your written permission.

These pages contain questions and information that address situations commonly faced by:
Parents
Faculty
Staff
Glossary of Terms
Take the FERPA Beginner's Tutorial
Take the FERPA Intermediate Tutorial
Take the FERPA Advanced Tutorial