Family Educational Rights and Privacy Act (FERPA)
Educational Records
The University of the Incarnate Word maintains educational records for all current and former students who are officially enrolled. Student records at the University are subject to the provisions of the Family Educational Rights and Privacy Act of 1974, as amended. Educational records are those records directly related to a student for the purpose of recording the educational endeavor of the student. They do not include law enforcement records, employment records, medical records, alumni records or faculty advisor/instructor notes. Educational records may be stored in many mediums and are not limited to an individual file.
UIW Annual FERPA Notification (English)
UIW Annual FERPA Notification (Español)
Directory Information
The University of the Incarnate Word will not disclose any personally identifiable information about students (except directory information listed below) without the written consent of the student.
Directory information at the University of the Incarnate Word is identified as:
- Student’s name
- Participation in officially recognized activities and sports
- Address
- Telephone listing
- Weight and height of members of athletic teams
- Email address
- Photograph
- Degrees, honors and awards received
- Date and place of birth
- Major field of student
- Dates of attendance
- Grade level
- The most recent educational agency or institution attended
Each student has the right to restrict the release of any or all of this information by submitting the Request to Withhold Directory Information form to the Registrar’s Office. School officials with legitimate educational interests may have access to educational records, without the students’ consent, if the record is needed in order to fulfill their professional responsibilities. School officials are identified as: a person employed by the University in an administrative, supervisory, academic or research, or support staff position, a person or company with whom the University has contracted, a person serving on the Board of Trustees, or a student serving on an official committee, or assisting another school official in performing their tasks.
Request to Withhold Directory Information (restricts release of directory information)
Request to Remove Confidential Status (reverse the action of withholding directory information)
Granting Access to Your Educational Records
Students own their academic record, but there are times in which they may wish to grant access to certain aspects of their records to others, particularly in the case of a parent/guardian. In such cases, students have the ability to establish third parties as ‘Proxy’ in Banner Self-Service (under Proxy Management) to share their education record. In doing this, students may authorize viewing access to their unofficial academic transcript, including grades, their schedule of classes, account summary for charges and financial aid. When set, proxies will receive email instructions on how to access a separate, secure online portal. The portal does require a log in to view the information pages to which the student has granted them access.
Procedure to Inspect and/or Amend Student Education Record
A student wishing to inspect and review all or a portion of their education record must submit the Request to Inspect and Review Education Record form to the Registrar’s Office. Currently enrolled students may submit their request form through their UIW email. The Registrar’s Office will respond to such requests within ten (10) business days to schedule a date for the review to occur. The requested record(s) will be made available for review and inspection within forty-five (45) days of the received request.
After inspecting and reviewing the requested Education Record, a student may request to amend their Education Record by submitting the Request to Amend Student Education Record form to the Registrar’s Office. Currently enrolled students may submit their request form through their UIW email. Under FERPA, amendments can be requested to correct clerical or recording errors in the Education Records, but may not be used to amend substantive decisions such as grade changes, evaluations, opinions, or outcomes of disciplinary proceedings.
A student wishing to request a hearing to amend their Education Record after the University denies the student’s request to amend their Education Record, may submit a Request for Hearing to Amend Student Education Record form to the Registrar’s Office. The Registrar’s Office will notify the student within a reasonable time after the request for a hearing is received, but no later than thirty (30) days after receipt, of the date, time and place of the hearing.
Detailed Procedure to Inspect and Amend Student Education Record (including rights and responsibilities)
Request to Inspect Education Records Form
Request to Amend Student Education Record Form
Request for a Hearing to Amend Student Education Record Form
Hearing to Amend Student Education Record Process
Students have the right to file a complaint with the U.S. Department of Education concerning compliance issues. The name and the address of the appropriate office is: