UWF Annual FERPA Notification: 2024-2025

Annually, the University of West Florida (“UWF” or the “University”) informs students of the Family Educational Rights and Privacy Act of 1974, as amended ("FERPA") (20 U.S.C. § 1232g and 34 CFR Part 99). This Act, with which the institution intends to comply fully, was designated to protect the privacy of education records. FERPA affords students certain rights concerning their education records. FERPA rights are also extended to parents of students who are under 18 years of age if those parents document in writing that the student is still claimed as a dependent for income tax purposes.

These rights include:

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

A student who wishes to inspect their education records should submit to the registrar, or other appropriate officials, a written request that identifies the records they wish to inspect. The University 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 University official to whom the request was submitted, that official should advise the student of the correct official to whom the request should be addressed.

2. The right to request the amendment of the student's education records that the student believes are inaccurate, misleading, or otherwise in violation of the student's privacy rights under FERPA.

A student who wishes to ask the University to amend their education record should write the University official responsible for the record, clearly identify the part of the record they want to be changed, and specify why it should be changed. If the University decides not to amend the record as requested, the University will notify the student in writing of the decision and of their 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 provide written consent before the University discloses personally identifiable information (PII) from the student's education records, except to the extent that FERPA authorizes disclosure without consent.

FERPA authorizes the University to disclose education records without a student's prior written consent in certain situations, including, but not limited to, the following described below.

The University may disclose education records without a student’s prior written consent under the FERPA exception when the disclosure is to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel, health staff, and student workers); a person serving on the Board of Trustees; 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 also may include a volunteer or contractor outside of the University who performs an institutional service or function for which the University would otherwise use its own employees and who is under the direct control of the University with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official typically has a legitimate educational interest if the official needs to review an education record to fulfill the official’s professional responsibilities for the University.

Upon request, the University may also disclose education records without consent to officials of another school in which a student seeks or intends to enroll if the disclosure is for purposes of the student's enrollment or transfer.

Additionally, FERPA permits the disclosure of PII from student’s education records without the consent of the student to authorized representatives of the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the University’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of 34 CFR §99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf.

FERPA also permits the release of "Directory Information" without consent. The University may release Directory Information without a student's prior consent in accordance with UWF Regulation 3.017 Student Education Records. The University has designated the following information as Directory Information:

  1.   Name (legal and preferred);
  2.   Address (local and permanent);
  3.   Enrollment Status (e.g., undergraduate or graduate, full-time or part-time);
  4.   University assigned Email Address (UWF assigned);
  5.   Current Telephone number (current local and permanent);
  6.   Major field of study;
  7.   Participation in officially recognized activities and sports, including the birth date, place of

  birth, weight, and height of members of University athletic teams;

  1.   Dates of attendance at UWF;
  2.   Degree(s) earned at UWF;
  3. University recognized Degrees, Certificates, Thesis/Dissertation Titles, Awards, and Honors  

  received (including Dean's List and President's List);

  1. Grade classification (Freshman, Sophomore, Junior, Senior or Graduate Student); and
  2. Most recent previous educational agency or institution attended

Please note that you have the right to withhold the release of directory information.  If you wish to restrict your individual information from being released, please go to "Contact and Privacy App" via your MyUWF Account to learn how to make your request.  Additional information about UWF's policies on the release of information may be found in the UWF Catalog.

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

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

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

Questions concerning FERPA should be referred to the Office of the Registrar at [registrar@uwf.edu] or the Office of General Counsel at [gcfrontdesk@uwf.edu].

European Union General Data Protection Regulation Privacy Notice: At the University of West Florida (“UWF” or the “University”), we are committed to safeguarding the privacy of personal data. The European Union General Data Protection Regulation (“EU GDPR”) governs the collection, use, and protection of personal data. The regulation applies to personal information sent from within the European Union (“EU”) borders to UWF and personal data collected and communications of personal data within the borders of the EU. For more information on whether the EU GDPR applies to your personal data, please visit the EU GDPR website at https://gdpr.eu/.

Further, the EU GDPR applies to all EU GDPR affected data whether it was provided to UWF on the UWF website, through any Common Application (CAS or otherwise), through or by any service (such as College Board, ACT, PSAT) or any other tool whereby personal data is collected by, or on behalf of, UWF. The University also collects information as necessary to create and support the University's admission of foreign students and scholars, the hiring of employees from foreign countries, and the University's study abroad, faculty exchange, and student exchange programs. Information is processed by the University to manage student accounts or payroll, provide academic advising, develop and deliver education programs, track academic progress, provide medical services as needed and enforce University policies. UWF will not process your personal data or share your personal data with third parties unless the law permits this to happen, such as when it is necessary for the legitimate interests of UWF in providing you services and your interests and fundamental rights do not override those interests, or where it is necessary for the purposes of entering into or carrying out a contract for such services that would otherwise be performed by its own employees. Where the sharing of data would not be necessary for the legitimate interests of UWF or necessary for contractual purposes, we will obtain your consent before sharing your data with said third parties. UWF may also process your personal data to protect your vital interests or those of another person in order to perform a task carried out in the public interest, or when processing is necessary for compliance with a legal obligation to which UWF is subject. At any point, while UWF is in possession of, or processing your personal data, you, the data subject, have rights.

For more detailed information and to learn more about your specific rights, please visit the University’s EU GDPR webpage at https://uwf.edu/go/legal-and-consumer-info/general-data-protection-regulation-gdpr/ and https://uwf.edu/go/legal-and-consumer-info/eu-gdpr-privacy-notice/.

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