5.6 Student Educational Records

Definition

The federal Family Education Rights and Privacy Act (referred to as FERPA or the Buckley Amendment) defines "educational records" as all records which directly relate to a student and are maintained by the university or by a party acting for the university, with certain limited exceptions. The University of Michigan "Policies on Student Records" (revised periodically and published in the course schedule and online) developed in accordance with FERPA, defines student records as "all personally-identifiable student files, recorded in any medium, which are assembled in the execution of official University activities."

Statement

The official student educational record (transcript) is maintained by the registrar's office or by the Medical School. More than fifty other university units create and/or hold documents which are considered to be the student educational record under the definition of FERPA.

FERPA was passed and amended in 1974. FERPA gives individual students and former students the right to inspect, review, and challenge the content of their own educational records, and prohibits the release of "personally identifiable records" without consent, except under limited circumstances. When information is released to a third party, the third party may not further disseminate the information without consent.

FERPA has been interpreted to apply to all student records ever created at an institution and it has been interpreted to apply to student records until the death, or supposed death, of the individual.

Responsibility of the Unit Generating or Holding Student Educational Records

It is the responsibility of the generating units to maintain and grant or limit access to student records in accordance with university regulations and applicable law for as long as the records have administrative use.

Responsibility of the University Archives and Records Program

Because of limited space and the restrictions on access to student records for research purposes, the university archives does not routinely accept student records for archival retention. The University Archives and Records Program will consult with units about the appropriate disposition of their student records.

The University Archives and Records Program may accept student papers if they are judged to have long-term historical value. Research access to these papers will be possible if units obtain written releases. The University Archives and Records Program has developed a transfer agreement and release form for student papers. Copies may be obtained by calling the UARP staff at 734 764-3482 or downloaded from this website. Access to these materials for administrative or research purposes will only be granted in accordance with university regulations and applicable law.

UARP Records Policy and Procedures Manual - January 1993, 1st ed.,
September 2002, 2nd ed.