Rights to Privacy

Educational records of students are maintained officially by the University of Guam, Admissions and Records Office. Faculty and staff members may also keep informal records related to their functional role with a student. The education records of UOG students are considered confidential. Right of access to these records is protected under the Federal Family Educational Rights and Privacy Act (FERPA) of 1974.

 

Notice of Rights under the Family Educational Rights and Privacy Act (FERPA) And Notice for Directory Information

Annually, the University of Guam informs students of the Family Educational Rights and Privacy Act of 1974 (FERPA), as amended. This act, with which the institution intends to comply fully, was designated to protect the privacy of education records. FERPA affords students certain rights with respect to their education records.

• The right to inspect and review the student’s education records within 45 days of the day the University receives a request for access. Students should submit to the Office of the Registrar, the college dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The University official will arrange for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
  
  
• The right to request the amendment of the student’s education records that the student believes is inaccurate or misleading. Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write to the University official responsible for the record, clearly identify the part of the record they want changed and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment.
  
  
• The right to provide written consent before the university discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent. The school discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of UOG who performs an institutional service of function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the School.
  
  
• The right to file a complaint with the U.S. Department of Education concerning alleged failures by UOG to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5920

 

Directory Information

The following is considered “Directory Information” at the University and will be made available to the general public unless the student notifies the Office of the Registrar in person or in writing before the last day to add classes: 

Student’s name, telephone number, email address, mailing address, date and place of birth, major field of study, participation in officially recognized activities and sports, dates of enrollment, honors, awards, degrees completed and dates of degrees conferred, institutions attended prior to admission to UOG, class level, and full-time/part-time status

 

Disclosure of Records

The University of Guam may disclose appropriately designated “directory information” without written consent, unless you have advised UOG to the contrary in accordance with UOG procedures.

If you do not want the University to disclose directory information from your education records without your prior written consent, you must notify the Admissions and Records Office by completing the Request to Prevent Disclosure of Directory Information form.

All requests for withholding information are effective for one semester ONLY. You will have to submit a new request every semester of enrollment. Requests must be submitted during the first two (2) weeks of any semester or during the first week of any summer term.

 

FERPA Resources

For more information on FERPA, please review the following resources:

• Department of Education – Protecting Student Privacy
• Department of Education – FERPA
• US Government Information – FERPA 20 USC 1232(g)
• Code of Federal Regulations – 34 CFR Part 99