Guiding Policy

The University of North Carolina at Wilmington is committed to protecting students from improper disclosure of educational records in violation of the Family Educational Rights and Privacy Act of 1974 (FERPA). All faculty, administrators and staff must comply with this policy.

No information concerning a student, however insignificant it seems, should be shared with anyone other than appropriate members of the University College staff. Certainly information given by the student in confidence should be kept in confidence unless the student agrees to release it. All grades, records and reports are to be handled as confidential information to protect the interests and rights of the student. The student has the right to see all such official records. Parents may have access to academic information (academic warnings, eligibility questions, reinstatement and grade reports) if the “Parent’s Request for Academic Eligibility Information” form is on file in the University College Advising Center. Students may authorize access for other individuals only through a written consent form signed by the student. These forms are to remain in the student’s folder.

Employers, government investigators, non-supporting parents, etc. whether requesting in person or by phone, should be informed that the records kept by academic advisors cannot be discussed without written permission from the student. Students may authorize the release of information by signing the “Consent to Disclose Information” form. In general, information concerning a student should not be given over the phone unless you have verified the identity of the caller. Student Social Security numbers, birth dates and addresses should be requested for verification when speaking to a student about information from his/her file. Refer all other requests for student information to the University College Advising Center.

Advising Notes

Space has been provided in the student folder for advisor notes. Advisors should use this space to record meetings with students and to indicate topics covered and advice given. Care should be taken that personal statements should be written with the student's confidentiality in mind. Students have access to these folders upon their request. Advisors should avoid specific reference to matters that are private (e.g., sexual assault, substance abuse problems, pregnancy, emotional or mental illness). Private notes separate from the student's folder may be kept and routinely destroyed by the advisor when the student has been transferred to another department or school. Training is provided for advisors regarding this issue.

Copying of Transcripts

Advisors should refer all student requests for transcripts to the Registrar. Students should get all official transcripts from that office, and students can print unofficial copies from SEAPORT if they wish.

Important

Since federal law is at stake, problems regarding privacy issues should be referred to the University College Advising Center.