The Lowdown 23-24

Student Record Policy
The University of South Alabama maintains records and data relative to the individual student
to facilitate the educational process of the student and to assist in the administration of students’
needs by the University. The University of South Alabama complies with the rights of privacy
and access to the education records of the student as set forth in the Family Educational Rights
and Privacy Act (FERPA) of 1974. The University of South Alabama has formulated the following
policies and procedures in accordance with the Act:
I. General Policy
No information from records, files, or data, directly related to a student, shall be disclosed
or released to any individual or agency outside the University without the prior written
consent of the student, except in accordance with lawful subpoena or court order, or
except in the case of need by other educational agencies or governmental agencies. Such
information will be available to personnel and faculty for legitimate educational purposes.
The student shall have the right of access to and review of all such information with those
exceptions that are defined within this policy statement.
II. Definition of Student
Under the University policy of student records, a student is defined as an individual who is
attending or has attended the University of South Alabama. It does not include applicants
for admission or prospective students.
III. Definition of Education Records
The University recognizes that education records are any records, files, documents,
memoranda, notes or other material containing information directly related to a student
that are maintained by the University of South Alabama. Personal notes, which are in the
sole possession of the individual faculty or staff member who has made the notes and
which are not revealed to other individuals, are specifically excluded under the Act from
the definition of education records. Records that are used only for treatment purposes
and that are created by physicians, psychiatrists, or other similar professionals or paraprofessionals,
are specifically excluded from the definition of education records under the
Act; however, such records are available for review by another physician or appropriate
professional of the student’s choice if requested. Other records excluded are law
enforcement unit records, employment records and alumni records of previous students.
IV. Directory Information
FERPA provides that a university regularly and routinely may release information, defined
as directory information, to individuals and agencies outside the university. The following
types of information may be disclosed by the University of South Alabama as directory
information: student’s name, address, major field of study, participation in officially
recognized activities and sports, weight and height of members of athletic teams, dates of
attendance, degrees and awards received, the most recent previous educational agency or
institution attended by the student, and, to honorary societies affiliated with the University,
the cumulative grade-point average of a student who is being considered for eligibility in
same.
Any student may request that his/her directory information not be released, by completing
a “Request to Prevent Disclosure of Directory Information” form in the Registrar’s Office
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