FERPA Policy

As an educational institution, Pacific Northwest University of Health Sciences (PNWU) will abide by the Family Educational Rights and Privacy Act (FERPA) of 1974 when handling all student education records.
Responsible Unit:  Registrar
Created:  05/2008 Executive Lead:  Provost
Revised:  11/12/2020 Effective:  05/2008
Compliance:  COCA 9.4, FERPA 20USC 232g; CFR part 99
Classification:  Institution-wide
Approving Body:  PPC

As an educational institution, Pacific Northwest University of Health Sciences (PNWU) will abide by the Family Educational Rights and Privacy Act (FERPA) of 1974 when handling all student education records. PNWU accords all the rights provided by the law and reserves for itself the right to use and release student education records under the conditions specified by the law.
PNWU provides FERPA training to all employees upon hire and annually to those who have work assignments that include access to student education records.

Definitions:            

Family Educational Rights and Privacy Act (FERPA)
A federal law governing access to student education records. FERPA stipulates conditions for release of information from education records and affords students the opportunity to review and seek revision of those records. FERPA stipulates that institutions may not disclose personally identifiable information contained in education records without a student’s written consent, except under conditions specified by FERPA. 

Education records 
As defined by FERPA, education records include admission, academic, financial aid, placement records, and other information directly related to students who enroll at the University with the exception of:

  • Police records created by PNWU for the purpose of law enforcement
  • Student health records that are created and used solely in connection with the provision of health care
  • Employment records that relate exclusively to individuals in their capacities as employees
  • Alumni or other post-attendance records
  • Applicant records for those who are denied admission or choose not to attend the University
  • Records kept by a University official that are the sole possession of the maker and are not normally revealed to anyone else except a temporary substitute (e.g., temporary reminder notes)

Personally identifiable information: 
Information containing a student’s name or the name of family members, a student’s local or family address, an identification number, or descriptions or data sufficient to identify an individual.

Directory information
Directory information includes student name, University and permanent home address and telephone number, e-mail address, a photograph, month and day of birth, dates of attendance, enrollment status, class, major fields of study, previous institutions attended, awards and honors (including honor roll), degrees conferred (including dates), residency placement, and participation in officially recognized activities.

School Official
A person employed by the University in an administrative, supervisory, academic, research, or other staff position (including those in law enforcement and health care), a person serving on the Board of Trustees, or an individual or organization with whom the University has contracted to serve as its agent or to provide services in support of its operations (e.g., attorneys, auditors, collection agents, and the National Student Clearinghouse). Student employees, students serving on official committees, and students serving in other positions in which they assist a University employee in performing her/his official tasks are also considered school officials. A school official has a legitimate educational interest in a student education record if the official needs to review the record in order to fulfill her/his professional responsibilities or official tasks.

Procedure:             
Consent for Third Party Access
Education Record Student Release
Enrollment Verification
Letter of Recommendation Request
Non-disclosure of Directory Information
Release for Interview_Photo_Video
Transcript Request
Verification of Class Rank Request
Request to Review Education Records
Request to Amend Education Records
Request for Formal Hearing Regarding Education Records
PNWU Wiki, AR Release of Information and Third Party Access
PNWU Wiki, AR FERPA for Faculty and Staff
PNWU Wiki, AR Enrollment Verification
PNWU Wiki, AR/FA 007 Enrollment Reporting
PNWU Wiki, AR Progress IQ Files
PNWU Wiki, AR/FA PowerFAIDS Integration
LawRoom FERPA Training 

Related Documents:
Family Educational Rights and Privacy Act (FERPA), 34 CFR 99.3