Glossary of Terms
Disclosure: To permit access to, release, transfer or allow any other type of communication of
personally identifiable information contained in education records to any party by
any means; including oral, written or electronic communication.
Education Records: All records which contain information directly related to a student; and are maintained
by an educational agency or institution or by a party acting for the agency or institution.
|EDUCATION RECORDS INCLUDE
|EDUCATION RECORDS DO NOT INCLUDE
|Sole possession (desk drawer) records
|Peer graded papers
|Online forums (D2L chats)
|Class list on your desktop
|Law enforcement unit records
|Student's current class schedule
|Employment records (unless employment is based on student status)
|Computer screen displaying student information
|Database containing uniquely identifiable student record data (SaS Web Studio)
Educational Agency: An entity that administers a school or schools to which it is directly linked.
Educational Institution: A school or other entity that provides educational services and is attended by students.
Eligible Student: A student who has attained the age of 18 or has attended an institution of higher
Legitimate Educational Interest: School officials are granted access to student information only for “legitimate educational interest” -- completion of job responsibilities. Access for any other reason requires a student’s written consent.
Record: Information maintained in any way—including, but not limited to: Audio Tape, Computer Media, Film, Handwriting, Microfilm, Microfiche, Print, Video Tape
Sole Possession Record: Records which are created and maintained by the person generating education records
(not in conjunction with the student). These are essentially personal notes or "memory
School Official: Defined from institution to institution in its annual notification, a school official
- an employee of a college (administrative, supervisory, academic, research, or support
- a person elected to the board of trustees
- a company or person employed/contracted by a college to perform a special task (i.e.,
attorney, auditor, or collection agency)
- a person or student serving on an official committee (i.e., disciplinary/grievance,
scholarship) or assisting an official in his/her tasks (i.e., work study students)