Your 2025 FERPA Guide: Student Privacy, Records Access & Consent

FERPA (the Family Educational Rights and Privacy Act) protects your education records at most U.S. colleges. This 2025 guide explains your right to inspect records, request corrections, control disclosure, opt out of directory information, and when colleges can share information without your permission. Use the checklists and templates to take action fast.

FERPA Basics (2025)

What counts as an “education record”

• Covered: transcripts, grades, advising notes, conduct files, financial aid and billing records, enrollment data.
• Not covered: campus police/law-enforcement records, a professor’s sole-possession notes, employment records (when employment isn’t tied to student status), and medical treatment records used only for treatment.

When rights transfer to you

• Rights transfer at age 18 or when you attend any postsecondary institution. After that, parents/guardians don’t automatically have access.

Your Core Rights Under FERPA

1) Inspect & review records

• You can review your records within a reasonable time (up to 45 days) of a written request.
• You may request copies if distance or disability prevents in-person review (copy fees may apply).

2) Request an amendment

• If something is inaccurate, misleading, or violates privacy, ask the school to amend it.
• If denied, you’re entitled to a hearing; if still denied, you can add a written statement of dispute to the file.

3) Control disclosure

• Schools generally need your written consent to release PII (personally identifiable information) from education records, unless an exception applies (see below).

4) File a complaint

• You can submit a complaint to the U.S. Department of Education’s Student Privacy Policy Office if you believe your rights were violated.

Directory Information & Opt-Out (2025)

What schools may treat as “directory”

• Examples: name, major, enrollment status, class year, degrees/awards, participation in sports/activities, and school email.

How to protect directory info

• Each year, schools list what they consider directory information and how to opt out (also called a “non-disclosure” or “confidential hold”).
• Act fast: opt-out windows are often at the start of each term/year; opt-outs aren’t always retroactive.

When Schools Can Share Without Your Consent

Common FERPA exceptions (summary)

Parent/Guardian Access After You Start College

What changes at college

• Once you’re in college (or 18+), you control access—not your parents—unless an exception applies.

How to share on your terms

• Many campuses offer a FERPA release/consent form or a proxy in the portal to authorize specific people for specific records (e.g., billing only).
• You can revoke consent later.

Take Action: Requests & Templates

How to request to inspect your records

1. Find the registrar or records office page and note instructions (email/web form/postal).
2. Identify the records you want (e.g., conduct file, advising notes, bursar/aid file).
3. Submit a written request and keep a copy; set a 45-day follow-up reminder.

Sample request (copy/paste)

Subject: FERPA Request to Inspect Education Records

To the Records/Registrar Office,
Under FERPA, I request to inspect and review my education records. 
Please confirm the process and timeline. I am specifically requesting:
• [e.g., Academic transcript and advising notes]
• [e.g., Conduct file for 2023–2025]
• [e.g., Financial aid and billing records]

Name: [Your Full Name]
Student ID: [ID]
Program: [Major/Level]
Preferred contact: [Email/Phone]

Thank you,
[Your Name]

Amending Errors vs. Disagreeing with Opinions

When amendment works

• Objective errors (wrong grade recorded, incorrect SSN, misapplied hold) or privacy violations.

When it won’t

• FERPA doesn’t force schools to change a professor’s judgment/opinion or re-grade work, but you can add a statement of explanation to your file.

FERPA vs HIPAA & Campus Health Records

Who covers what

• Most records maintained by the college about students are FERPA-covered, not HIPAA.
• Treatment records kept by campus clinicians solely for treatment are excluded from education records and are shared only with other treatment providers (unless you consent or law allows).

Security, Data Use & Practical Tips (2025)

Protect your data

• Use your official portal; avoid emailing SSNs or full birthdates.
• Enable MFA on school accounts; review who you’ve authorized in any FERPA/proxy tools.

Annual notice

• Colleges must annually notify students of FERPA rights. Read that message—deadlines for directory opt-out and process details live there.

Quick Myths vs Facts

Set the record straight

• Myth: “I’m paying tuition, so my parents can see everything.”
  Fact: Not without your consent or a FERPA exception.
• Myth: “FERPA stops professors from writing references.”
  Fact: You can consent to a detailed reference; without consent, they can still write general references that don’t disclose protected records.
• Myth: “FERPA means my conduct record is private from future schools.”
  Fact: Schools may share with institutions where you seek to enroll.

FAQ: FERPA in 2025

Does FERPA apply to private colleges?

Yes, if they receive federal funds (most do). Truly unfunded institutions are uncommon.

Can I see recommendation letters?

Yes—unless you waived your right of access when you requested the recommendation (common on application forms).

Can my school email grades?

Schools must protect PII; many use secure portals. Grade emails without proper safeguards are typically avoided.

Is there a deadline to complain?

Complaints generally must be filed within a set period from the alleged violation. Check your school’s FERPA page for specifics and SPPO instructions.

Note: This guide is for educational purposes and is not legal advice. For case-specific questions, contact your registrar or student privacy office.

Written by TCM Staff