Approved by President
Effective Date: November 13, 2023
Responsible Division: Academic Affairs 
Responsible Office:  Registrar's Office
Responsible Officer: Asst. Vice Provost of Registration and Student Records and University Registrar

I. Purpose

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. This policy outlines those rights, provides definitions of related terms, and describes the circumstances under which Middle Tennessee State University (MTSU or University) may release personally identifiable information (PII). 

II. Definitions

A.  Education Records. Those records, files, documents, and other materials which contain information directly related to a student and are maintained by MTSU or by a person acting for the University. Education records refer to information recorded in any medium including, but not limited to, handwriting, print, tapes, film, CDs, emails, or electronic devices. Education records do not include: (1) personal notes not accessible or revealed to others; (2) records maintained by law enforcement personnel solely for law enforcement purposes; (3) employment records (except those of student employees); (4) medical, psychological, and psychiatric records (these are accessible by the student's physician); or, (5) records created or received after an individual is no longer a student in attendance that are not directly related to the individual's attendance as a student.

B.  Student. For all non-disciplinary purposes, a student is any person who is or has been enrolled (registered for at least one [1] class) at the University. An applicant who does not enroll or who is declared ineligible has no inherent right to inspect their file. Wherever student is used in reference to personal rights, an eligible parent of a dependent student has similar rights. The eligible parent is one who has satisfied Section 152 of the Internal Revenue Code of 1954 and who presents such proof to the custodian of the education records. Normally, this proof will be a certified copy of the parent's most recent Federal income tax form.

C. Directory Information. Information deemed to be directory in nature may, at the University’s discretion and pursuant to Policy 120 Public Records-Inspecting and Copying, be disclosed to third parties without a student's prior written consent. A student may request that such directory information not be released to anyone other than those persons defined as school officials. To do so, a Request for Non-Release of Directory Information must be filed with the Registrar's Office. The request is valid until the student requests the University to remove it. A student must notify the Registrar’s Office in writing to resume the release of directory information.

1.  Directory information includes the following information which may be provided to any requesting party:

a.  Student name;

b.  City of permanent place of residence;

c.  Photograph or video when related to a MTSU activity;

d.