Office of the Registrar

FERPA

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TENNESSEE TECH UNIVERSITY 

RELEASE OF EDUCATION RECORDS AND 
NOTIFICATION OF YOUR RIGHTS UNDER FERPA


Tennessee Tech University (“Tennessee Tech”) maintains Education Records on every student who enrolls. An “Education Record” is defined as personally identifiable information recorded in any way that is directly related to a student and is maintained by Tennessee Tech or a party acting for Tennessee Tech.

Pursuant to the Family Educational Rights and Privacy Act, 20 U.S.C. § 1232g (“FERPA”) and Tennessee Tech Policy, 1206 Confidentiality of Student Records and FERPA Compliance, which can be accessed through Tennessee Tech’sPolicy Central page, you have certain rights with respect to your Education Records. These rights are included below.

You have the right to access and review your Education Records. Such access must be provided to you within forty-five (45) days after requesting access. To access and review your Education Records, you must submit a written request to the custodian of the records identifying the records you wish to review. The right to access and review your Education Records does not include access to records exempted from disclosure pursuant to 34 Code of Federal Regulations Section 99.12 or any other relevant statute, rule, regulation or order.

Absent an exception to access and review, the custodian of the records will make arrangements for your access and notify you of a time and place where the records may be reviewed. If the official to whom the request was submitted does not maintain the records, that official will advise you of the correct custodian of records to whom your request should be addressed, if the official has that information.

You have the right to request the amendment of your Education Records if you believe they are inaccurate, misleading, or otherwise in violation of your privacy rights under FERPA. To amend a record(s), you must submit a written request to the custodian of the records. The written request must clearly identify the portion of the record(s) you want amended, and must detail the reason(s) for the requested amendment. You may not use the request for amendment and related procedures to contest the underlying action taken by the University that has been recorded in your Education Records. Under no circumstances will any student be allowed to contest the assignment of an academic grade under this procedure.

If Tennessee Tech decides not to amend your Education Records as requested, you will be notified in writing of the decision and of your right to a hearing regarding your request for amendment pursuant to Tennessee Tech Policy 265 Confidentiality of Student Records and FERPA Compliance, which can be accessed through Tennessee Tech’s Policy Central page.

Generally, Tennessee Tech must have written permission from you to release any information contained in your Education Record. However, FERPA allows Tennessee Tech to disclose those records, without consent, to the certain parties under the conditions specified in 34 CFR § 99.31. Those exceptions include but are not limited to:

- School officials with legitimate educational interest;

- Schools that have requested records and to which student seeks or intends to enroll;

- Specified officials for audit or evaluation purposes;

- Appropriate parties in connection with financial aid to a student;

- Organizations conducting certain studies for or on behalf of the school;

- Accrediting organizations;

- To comply with a judicial order or lawfully issued subpoena;

- Appropriate officials in cases of health and safety emergencies; and

- State and local authorities, within a juvenile justice system, pursuant to specific State law.

One example of authorized disclosure without your consent is disclosure of personally identifiable information contained in your Education Record to school officials who have “legitimate educational interests” in the information. A school official has a legitimate educational interest if the official has a need to know the information in order to fulfill his or her official responsibilities. For additional information concerning school officials’ access to Education Records at Tennessee Tech, see Tennessee Tech Policy 265 Confidentiality of Student Records and FERPA Compliance, which can be accessed through Tennessee Tech’s Policy Central page.”

Unless you restrict the release of your information in the manner described in the next section of this Notice, Tennessee Tech will deem you to have consented to the disclosure of your Directory Information to anyone and by any means.

Directory Information Includes 

Student’s name 

Student’s address 
(electronic mail, home and campus addresses) when the release is related to a Tennessee Tech activity. Tennessee Tech publishes students’ email addresses and PO Box numbers on its web page, but does not disclose physical addresses unless the request relates to a Tennessee Tech activity 

Enrollment status 
- (undergraduate, graduate, full or part-time) 
Hometown or city at the time the application for admission was filed 

Major or field of study 
- ( Tennessee Tech publishes students’ major information on its web page) 

Dates of attendance 


Grade level 
- (progress towards degree) 

Honors and awards received 


Most recent previous educational agency or institution attended by the student 

Participation in a student organization or alumni affairs activity 


Participation in officially recognized activities or sports 

Weight and Height of athletic team members 

Photographs or video when related to a Tennessee Tech activity

If you wish to restrict the release of your Directory Information, follow these steps:

- Go to your Eagle Online account

- Select the Personal Information tab

- Select the box immediately before the statement “I do not want my directory information released to individuals, employers, media, etc.”

- Be sure to select “Submit” at the bottom of the page.


Please be aware that restricting the release of your Directory Information will prevent Tennessee Tech from providing information to employers that are requesting verification of enrollment and/or degree information. Your information will also NOT be released to news outlets on or off campus, regarding honors and graduation lists. 

As a student, you also have the right to permit the release of certain information to specific individuals or organizations. This additional information, which is maintained by various Tennessee Tech offices, includes:

- Student account, financial information, etc. (Business Office)

- Academic information such as GPA, grades, academic standing, etc. (Registrar’s Office)

- Financial assistance, scholarships, and other awards, etc. (Financial Aid Office)

- Disciplinary information, Residential Life housing information, etc. (Dean of Students)


To permit the release of information by an office, follow these steps:

- Go to your Eagle Online account

- Select the Personal Information tab.

- Select the box beside the name of the appropriate office(s), then scroll down the page and type in the name and relationship of the individual or organization to whom your information may be released.

- Be sure to select “Submit” at the bottom of the page.


This information can be updated in your Eagle Online account at any time. 

If you have questions concerning FERPA and your Education Records or need additional information contact: 

Office of the Registrar 
221 Quadrangle Drive 
Box 5026 
Cookeville, TN 38505 
(931) 372-3317 

You have the right to file a complaint with the U.S. Department of Education concerning alleged failures by Tennessee Tech 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 
1-800-USA-LEARN (1-800-872-5327) 
Individuals who use TDD may use the Federal Relay Service.

Tennessee Tech University conforms to fair information practices. We must annually notify students about their rights under FERPA. The annual notification includes the procedure for a student to follow who believes his or her rights under FERPA have been violated. In addition to, or in place of, the University’s grievance procedure, students have a right to file a complaint directly to the Department of Education. Students are informed of their rights to privacy via the University's Office of the Registrar’s website. For additional information concerning school officials’ access to Education Records at Tennessee Tech, see Tennessee Tech Policy 265 Confidentiality of Student Records and FERPA Compliance, which can be accessed through Tennessee Tech’s Policy Central page.