FERPA Overview
Family Educational Rights and Privacy Act (“FERPA”)
The Family Educational Rights and Privacy Act of 1974, as amended (“FERPA”) is a federal
law that gives students certain rights with respect to their education records.
Education Records
The Harvard Schools routinely maintain records for their students that describe and
document their work and progress. These education records generally include records such
as permanent and local addresses, admissions records, enrollment status, course grades,
reports and evaluations, completion of requirements and progress toward the degree,
records of disciplinary actions, and letters of recommendation.
Access
To be useful, a student’s records must be accurate and complete. The officials who maintain
them are those in charge of the functions reflected in the records and the offices where the
records are kept. These ordinarily include the Registrar of the student’s Harvard School,
and may include other institutional officials. All students have access to their own education
records and may contribute to them if they feel there is need for clarification. Students
wishing access to their education records should contact the appropriate officials at their
Harvard Schools. Ordinarily, students are asked to submit a written request that identifies
the specific record or records he/she wishes to inspect. Access will be given within 45 days
from the receipt of the request. When a record contains information about more than one
student, the student requesting access may inspect and review only the portion of the
record relating to him or her. Students also are not permitted to view letters and
statements of recommendation to which they waived their right of access, or that were
placed in their file before January 1, 1975.
Students should direct any questions they have about the accuracy of records to the person
in charge of the office where the records are kept. Should it be necessary, a hearing may
be held to resolve challenges concerning the accuracy of records in those cases where
informal discussions have not satisfactorily settled the questions raised.
Directory Information
Although ordinarily, students must consent to the disclosure of information from their
education records, FERPA allows certain types of information, known as “directory
information,” to be made available to the general public.
The Registrars of Harvard College and of Harvard’s graduate and professional schools have
jointly adopted a set of Common FERPA Directory Information Elements (the “Common
List”). Individual Harvard Schools may select any number of elements from the Common
List when creating a School-specific definition of “directory information.” However, Schools
may not disclose as directory information data elements not included on the Common List.
Because Harvard University’s definition of “directory information,” includes all of the
elements on the Common List, requests for directory information received at the University
level rather than at the individual Harvard School level may result in disclosure of additional
elements.
Students may opt out of public disclosure of directory information by requesting what is
known as a “FERPA Block.”
FERPA Blocks and Effects
Students who wish to put in place a “FERPA Block” must inform an appropriate School
official, usually the School’s Registrar, in writing, of that decision. A student who is cross
registered at more than one Harvard School must submit separate FERPA Block forms to each
School.
Students should be aware of the possible consequences of putting in place a FERPA Block,
such as missed mailings, messages, and announcements. Students also should understand
that: unless another FERPA exception permits disclosure, an active FERPA Block will prevent
Harvard from disclosing that the student once attended or is currently enrolled in a Harvard
School; and directory information relating to a student with an active FERPA Block will not
appear in any Harvard publication, including Harvard phone directories and the Harvard
Commencement booklet.
Students who previously have chosen to put in place a FERPA Block may decide to reverse
this decision, also by written request.
Other Disclosures permitted under FERPA
In addition to permitting the disclosure of directory information, as set forth above, FERPA
permits disclosure of educational records without a student’s knowledge or consent under
certain circumstances. For example, disclosure is permitted to Harvard officials with a
legitimate educational interest in the records, meaning that the person needs the
information in order to fulfill his or her professional responsibilities, including instructional,
supervisory, advisory, administrative, academic or research, staff support or other duties.
“Harvard officials” include: faculty; administrators; clerical employees; professional
employees; Harvard University Health Services staff members; Harvard University Police
Department officers; agents of the University, such as independent contractors or vendors
performing functions on behalf of a Harvard School or the University; members of Harvard’s
governing boards; and students serving on an official School or University committee, or
assisting other Harvard officials in performing their tasks. A student’s education record also
may be shared with parties outside the University under certain conditions, including, for
example, in situations involving a health and safety emergency. In addition, a Harvard
School will forward a student’s education records to other agencies or institutions that have
requested the records and in which the student seeks or intends to enroll or is already
enrolled so long as the disclosure is for purposes related to the student's enrollment or
transfer.
If a Harvard School finds that a student has committed a disciplinary violation involving a
crime of violence or a non-forcible sex offense, then it also may, if legally permitted and in
the judgment of the Harvard School appropriate, disclose certain information about the
disciplinary case. The disclosure may include the student’s name, the violation committed,
and the sanction imposed.
Student Rights under FERPA
As set forth above, under both Harvard policy and FERPA, students and former students may
inspect and review certain of their education records that are maintained by Harvard. They
also have the right to: exercise limited control over other people’s access to their education
records; seek to correct their education records if they believe them to be inaccurate,
misleading or otherwise in violation of their FERPA rights; file a complaint with the U.S.
Department of Education if they believe Harvard has not complied with the requirements of
FERPA; and be fully informed of their rights under FERPA. Complaints regarding alleged
violation of rights of students under FERPA may be submitted in writing within 180 days to
the Family Policy Compliance Office, US Department of Education, 400 Maryland Avenue,
S.W., Washington, DC 20202-5920.
FERPA Directory Information
Harvard University Common FERPA Directory Information Elements
FERPA Directory Term
Definition
Student's name
The student's current legal name or full name as shown on
his or her application for admission.
Address
The student’s residential address while school is in session,
(as provided by the student or the University).
Telephone listing
A telephone number at which the student may be reached
while school is in session (as provided by the student).
Electronic mail address
An email address at which the student may be reached while
school is in session (may be assigned by the school or, in
certain cases, provided by the student).
Photograph
The student’s Harvard University ID photograph.
Date of birth
The student's date of birth (as provided by the student).
Field of study
The academic department, degree program or concentration
in which the student is enrolled.
Dates of enrollment
The first and last dates on which the student was enrolled in
one or more Harvard schools.
Anticipated or actual date of
graduation
The expected date of the student's graduation or, if the
student has already graduated, the actual date of graduation.
Enrollment status
The student’s enrollment status in the Harvard School (e.g.,
full-time or part-time, as the School may define either term).
Degrees
Identification of degree(s) the student has received or is
expected to receive from Harvard and date of award or
expected award; or notification of student’s non-degree
status, as applicable.
Honors and awards received
List of honors or awards the student received from Harvard.
FERPA Directory Term
Definition
Prior degrees; recent
educational institution(s)
attended
List of degrees previously conferred; list of educational
institutions, including high schools and preparatory schools,
previously attended by the student, as well as dates of
attendance (information provided by the student).
Class year
Class year upon graduation.
Original class year
Class year when admitted.
House affiliation
The student’s undergraduate Harvard House
Weight and height of
members of athletic teams
The weight and height of members of athletic teams.
Participation in officially
recognized activities and
sports
List of officially recognized activities or sports in which the
student has participated or is participating.
Parents' or guardians' home
address & phone numbers
The home address(es) and phone number(s) of a student's
parents or guardians (as provided by the student).
Employment status
For student employees, in certain circumstances: job title,
teaching appointment (if applicable), employing
department, & dates of employment.
Place of birth
Location and country of the student’s birth (as provided by
the student).
Permanent address & phone
number and summer address
The student's permanent address and phone number (as
provided by the student).
Society
Academic Society affiliation (Harvard Medical School and
Harvard School of Dental Medicine only).
Network ID
The primary user ID associated with network login for
desktop, network drives, shared file folders, print servers,
email and other University resources. N.B.: A student’s
HUID number, HUID PIN number, or password credential is
not a “Network ID” for these purposes and will not be
disclosed as directory information.
