Family Educational Rights and Privacy Act Policy (FERPA)

Privacy of student records

The Family Educational Rights and Privacy Act of 1974, as amended, is a federal law that controls the confidentiality of, and access to, student education records.  The U.S. Department of Education has created a General Guidance resource to provide students with general information about FERPA.  The following statement represents Marquette University's policy relating to student education records.  Note:  FERPA may contain additional applicable provisions that are not referenced in this Marquette policy.

Effective August 15, 1996, the university hereby adopts as its policy with respect to the maintenance, inspection, review and disclosure of student education records the following, as far as authorized, permitted or required by FERPA.

 

FERPA Tutorial & Quiz

Marquette University and the Office of the Registrar are pleased to partner with the American Association of Collegiate Registrars and Admissions Officers (AACRAO) to present this online FERPA training to our community.  Completion of the FERPA tutorial, including a successful score (80% or better) on the quiz at the end of the tutorial, is required for access to student educational records in CheckMarq.

The FERPA tutorial is available in D2L to Marquette faculty, staff, and students who have not previously completed the training. Click the button below to access the tutorial in D2L using your your CheckMarq username and password.  New employees need to have their hiring paperwork completed in MyJob prior to getting access to the tutorial. 

The training is divided into four sections with two tracks: 

  1. Staff Track: Emphasis on records management and compliance. For use by Deans Office/College Records staff, along with staff in administrative/academic support offices (Office of the Registrar, Office of Student Financial Aid, etc.).
  2. Faculty Track: Emphasis on best practices for the handling and use of records. For use by non-administrative users, including Faculty, TAs, Resident Assistants, etc.

If you are not sure which track is best suited to your position or role, please email the Office of the Registrar for guidance.  It is recommended that you use the Chrome or Firefox web browser when accessing the tutorial.

Access FERPA Tutorial

 

Tutorial FAQs

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What if I cannot access the FERPA tutorial?

Only faculty, staff, and students who have not previously completed the FERPA tutorial will have access.  New employees need to have their hiring paperwork completed in MyJob prior to getting access to the tutorial.

If you have not previously completed the FERPA tutorial and receive a "Not authorized" error when trying to access it using the link above, contact the Office of the Registrar. 

It is recommended that you use the Chrome or Firefox web browser when accessing the tutorial.

How do I know if I have successfully completed the FERPA tutorial?

Successful completion of the FERPA tutorial requires a score of 80% or better on the quiz that is taken at the end of the tutorial.  After a successful score is achieved, a positive service indicator will be added to your record in CheckMarq within 4-5 hours.   

Once I successfully complete the tutorial, will I need to complete FERPA tutorial again in the future?

At the present time, users are only required to complete the FERPA tutorial once. After successful completion of the tutorial, users will no longer be able to access it in D2L.

How do I get access to student educational records that are required for my position once I have successfully completed the FERPA tutorial?

Once the FERPA tutorial is successfully completed, users who need access to student educational records that are required for their position need to have their supervisor submit a Student Record Access form. Submission instructions are included on the form.

 

Marquette's FERPA Policy

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Complaint procedure

A student or parent, if applicable, may file a written complaint regarding alleged violations under FERPA to the following office:

file a complaint
U.S. Department of Education
400 Maryland Ave., SW
Washington, DC  20202-5920

Fees for copies of records

The university does not routinely provide copies.  However, if copies are provided, the fee is 10 cent per page, plus mailing costs.

Record of requests for disclosure

The university will maintain a record of all requests for and/or disclosures of information from a student's education records, other than requests by or disclosures to the student, a school official, a party with written consent of the student, or a party presenting a valid court order or subpoena which specifically states that the existence or contents of the order/subpoena not be disclosed or a party seeking only directory information.

The record will indicate the name of the party making the request, any additional party to whom it may be disclosed, and the legitimate interest the party had in requesting or obtaining the information.

The record may be reviewed by a qualified parent or by the student.

Refusal to provide copies

Although the university will not deny a student access to his/her education records, the university reserves the right to deny a request for copies of education records, including transcripts, diplomas and certificates in the following circumstances:

  1. If the student has an unpaid financial obligation to the university;
  2. If there is an unresolved disciplinary action against the student; or
  3. If there is an unresolved academic action against the student.
  4. The university will not release transcripts or test scores from other academic institutions or organizations.

Right of the university to refuse access

The university reserves the right to refuse access to the following records:

  1. financial statements submitted by the parent(s)/guardian or spouse.  Such documents are not considered to be part of the student's education records and can only be accessed with written consent of the parents(s)/guardian or spouse.
  2. Letters and statements of recommendation for which the student has waived his/her right of access or that were placed in the file before January 1, 1975.
  3. Records connected with an application to attend Marquette University, or a component unit of Marquette University, if that application was denied or the individual did not ultimately enroll at Marquette University.
  4. Those records that are excluded from the FERPA definition of education records.