Personal Information and Privacy

Group of students walking on campus sidewalk

The University of Kansas ensures the confidentiality of student records in accordance with various federal, state, and university regulations, including the Family Educational Rights and Privacy Act (FERPA), as amended, also known as the Buckley Amendment.  

Disclosure of information is governed by the Student Records Policy as administered by the Office of the University Registrar and General Counsel. A student can elect to place an information hold to prevent the university from releasing directory information. To release an information hold complete the Request to Remove Information Hold Form

Under FERPA, a student has the right to:

  • inspect and review their educational records; 
  • request to amend their educational records; 
  • have some control over the disclosure of information from their educational records. 

Records that are directly related to a student and that are maintained by the University or by a party acting for the University. A record means any information recorded in any way, including, but not limited to, handwriting, print, tape, film, microfilm, microfiche, computerized and/or digitized storage. 

Records described in items 1-5 below are excluded from the category of ''education records,'' therefore, the law does not guarantee the right of student access to the following: 

  1. Records created by and kept in the sole possession of an individual staff member that are not revealed to any other individual except to a person who might temporarily substitute for the original staff member. 
  2. Medical and psychological records that are maintained only in connection with provision of treatment to the student and that are not available to persons other than those providing treatment except that such records may be personally reviewed by a physician or other appropriate professional of the student's choice and with the student's written consent. 
  3. Records that contain only information relating to a person after that person is no longer a student at the University. An example would be information collected by the University or the Alumni Association pertaining to the accomplishments of an alumnus/alumna. 
  4. Employment records of any person if maintained in the normal course of business and used only for purposes relating to the employment, unless the person is employed at the University only because of status as a student. In such cases, student employment records are education records and are covered by this policy. 
  5. Records of the KU Public Safety Office created and maintained by that department for the purpose of law enforcement. 
  6. Records that are grades on peer-graded papers, before they are collected and recorded by a teacher. 

The student related directory information is defined by the University of Kansas as:  

  • name 
  • month and day of birth  
  • current address and telephone number 
  • permanent address and telephone number 
  • e-mail address (In order to protect individual privacy, a student’s email address is not considered “directory information” where requests by non-university organizations for multiple e-mail addresses are made.) 
  • level and school 
  • major field of study 
  • enrollment status (full-time; half-time; less than half-time) 
  • dates of attendance 
  • degrees, honors, and awards received 
  • the most recent previous educational institution attended by the student 
  • participation in officially recognized activities and sports (including participation status); and height and weight of members of athletic teams 
  • For purposes of official University news releases, or conducting University business and advancement, student photographs and parent name, address, telephone number and e-mail are also defined as directory information. 
  • The name(s), position(s), length of service and/or courses taught may be disclosed for student employees.  

Notification of Rights under the Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act (FERPA) gives students certain rights regarding their education records including the following: 

(1) The right to inspect and review the student's education records within 45 days of the day that the University of Kansas (KU) receives a request for access.

Students should submit written requests that identify the record(s) they wish to inspect to the registrar, dean, head of the academic department, or the KU Privacy Office. The KU official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the KU official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed. 

(2) The right to request amendments of the student's education records that the student believes is inaccurate.

Students may ask KU to amend a record that they believe is inaccurate. They should write the KU official responsible for the record (see KU Student Records Policy) clearly identify the part of the record they want changed, and specify why it is inaccurate. If KU decides not to amend the record as requested by the student, KU will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing. 

(3) The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.

One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official is a person employed by KU in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom KU has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Regents; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the “University personnel who have a demonstrably legitimate need to review records in order to fulfill their official professional responsibilities.” Upon request, KU may disclose Education Records without consent to officials of another school in which a student seeks or intends to enroll. 

(4) The right to file a complaint with the U.S. Department of Education concerning alleged failures by KU to comply with the requirements of FERPA.

The name and address of the Office that administers FERPA is:

U.S. Department of Education 
Student Privacy Policy Office 
400 Maryland Ave, SW 
Washington, DC 20202-8520 

For more information, you may contact one of the following KU offices:

ATTN: Casey Wallace

Office of the University Registrar

ATTN: Carrie Scala

KU Medical Center Enrollment Services