Advising Toolbox

Policies and Procedures

Policies and Procedures

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    Policy information primarily from the UNCW General Counsel website on FERPA and the Registrar’s page on FERPA FAQ’s:

    Student Records and FERPA

    “The Family Educational Rights and Privacy Act (FERPA) governs student education records. Under FERPA, a student may inspect his or her education records. FERPA also provides that a student's personally identifiable information may not be released to someone else unless (1) the student has given a proper consent for disclosure or (2) provisions of FERPA or federal regulations issued pursuant to FERPA permit the information to be released without the student's consent. For more information, see the U.S. Department of Education FERPA website.”

    • At UNCW, a student falls under FERPA guidelines, at the point of registration. For new students, this is usually at the completion of their orientation.
    • “Education Records” in the broadest sense, are records maintained by the institution from which a student can be personally identified. As a result, almost all of the information that UNCW maintains on student is considered a part of the education record, regardless of the format in which the information is kept. Directory information can be disclosed, as it would not generally be considered harmful or an invasion of privacy if disclosed.

    Directory Inoformation

    • “Legitimate Educational Interest” A University official has a  “legitimate educational interest” if the official is:
      • performing a task that is specified in his or her position description or by a contract agreement
      • performing a task related to a student's education
      • performing a task related to the discipline of a student
      • providing a service or benefit relating to the student or student's family, such as advising, job placement, financial aid or housing assistance
      • maintaining the safety and security of the campus
    • Parents or Legal Guardian access to records.
      • Parents and legal guardians do not automatically have access to their student’s records. Access may be granted in one of two ways:
        • The student can grant parent or guardian access to view their student information on SeaNet by assigning them as a proxy. The student has the control on what the parent or guardian has access to including course registration, viewing grades, and so on. For steps to setup a proxy please visit. 

        SeaNet Proxy Access Information

        • Students can sign a FERPA form available from different departments across campus.
    • Balancing Student Privacy and School Safety
      • In an emergency, FERPA permits school official to disclose, without student consent, education records including personally identifiable information from those records to protect the health or safety of students or other individuals.

    Advising Tips:

    • Note that many UNCW departments have their own FERPA forms that cover their specific areas; these include the Registrar’s office, Student Accounts, Financial Aid, Dean of Student’s Office and different Advising Offices.
    • An incorrect assumption is often made that there is a “blanket” FERPA meaning that once one is signed it covers all departments and offices across campus. Parents and students are informed of FERPA regulations during orientation.

    Biology & Marine Department FERPA (See Department)

    Cameron School of Business FERPA Form

    College of Health and Human Services FERPA Form

    Communication Studies FERPA (See Tammy Bulger)

    College of Health and Human Services FERPA Form

    General Counsel FERPA Form

    Office of the Registrar FERPA Information

    University College FERPA Form

  • SeaNet Proxy

    SeaNet Proxy Access Information:

    Undergraduate students can grant another person access to view their student information on SeaNet.  This is called granting "proxy access," and the other person is referred to as the student's proxy.  Undergraduate students can grant a Parent/Guardian. Coach, Advisor on an employer access to view their personal information on SeaNet.  Access is granted by e-mail.