Glossary

A student is a person who attends or who has previously attended The University of Tennessee at Chattanooga, including attendance in person, by correspondence, by distance (using video conference, satellite, Internet, or other technology), or a period during which a person is working under a work study program.  This does not include persons who have been admitted to the University but have not registered for classes. 

An education record is a record  directly related to a student that is maintained by the University or by a person acting for the University.   Excluded from the definition of an education record are:

  • Records that are kept in the sole possession of the maker of the record, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the record.
  • Law enforcement records created and  maintained by the Office of Safety and Security solely for a law enforcement purposes.
  • Records made or maintained by a physician, psychiatrist, psychologist or other recognized professional or paraprofessional if the records are used only for treatment of a student and made available only to those persons providing the treatment.
  • Records that relate to an individual who is employed by the University and that (i) are made and maintained in the normal course of business, (ii) are not available for use for any other purpose, and (iii) relate exclusively to the individual in that individual’s capacity as an employee.  This exception does not apply to records that relate to a student in attendance at the University who is employed as a result of his or her status as a student.
  • Peer graded papers before the papers are collected and recorded by faculty.
  • Records created or received by the University after an individual is no longer a student in attendance and which are not directly related to the individual’s attendance as a student (i.e., alumni records).

As of January 3, 2012, the U.S. Department of Education’s FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records – including your Social Security number, grades, or other private information – may be released without your consent.

  • The U.S. Comptroller General, the U.S. Attorney General, U.S. Secretary of Education, or state and local education authorities (“Federal and State Authorities”) may allow access to your records and (PII) without your consent to any third party designated by a Federal or State Authority to evaluate a federal- or state-supported education program.  The evaluation may relate to any program that is ‘principally engaged in the provision of education,’ such as early childhood education and job training, as well as any program that is administered by an education agency or institution.
  • Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research.  Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over such entities.  In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.

Personally identifiable information includes, but is not limited to:

    1. A student’s name;
    2. The name of a student’s parent or other family members;
    3. The address of a student or a student’s family;
    4. A personal identifier, such as a student’s social security number, student number, or biometric record;
    5. Other indirect identifiers, such as a student’s date of birth, place of birth, and mother’s maiden name;
    6. Other information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the University community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty; or
    7. Information requested by a person who the University reasonably believes knows the identity of the student to whom the education record relates.

A school official is one who is employed at UTC in an administrative, supervisory, academic, research or support staff position along with third parties under contract with the university to perform educational tasks of the university. This may include but is not limited to faculty, staff, advisors, counselors, department heads, deans, UTC police, etc.

A UTC school official has legitimate educational interest in a student’s education record when it is for the purpose of conducting appropriate educational, research or administrative functions as pertains to the official’s professional responsibilities at UTC.

The definition of directory information and full list can be found here.