FERPA INFORMATION
Villanova University is committed to protecting the privacy of student education records. This commitment is guided by the Family Educational Rights and Privacy Act (FERPA), a federal law that governs access to and disclosure of student educational information.
What is FERPA?
FERPA is a U.S. federal law that gives students specific rights regarding their education records and limits how universities may share those records with others.
Once a student enrolls at Villanova, FERPA rights belong to the student—regardless of age or financial dependency.
Guidelines For:
Storing FERPA Protected Information
Villanova University requires that all student education records be stored, accessed and managed in compliance with the Family Educational Rights and Privacy Act (FERPA) and University Information Security policies. FERPA‑protected information is classified as Private Information per the University Data Classification Policy and must be handled in accordance with Villanova’s data protection and security standards.
Data Classification
Student education records and any personally identifiable information derived from them are classified as Private Information. This classification requires enhanced safeguards to ensure confidentiality, integrity and availability.
Examples of FERPA‑protected (Sensitive) data include:
- Grades, transcripts, and academic evaluations
- Student ID numbers and University identifiers
- Class schedules and enrollment information
- Advising, degree progress and academic standing records
- Disciplinary records
Approved Storage Requirements
FERPA‑protected information must be stored only in University‑approved systems that meet Villanova Information Technology security requirements.
Approved storage includes:
- Enterprise student information systems
- University‑supported learning management systems
- Secure, University‑managed network or cloud storage solutions
Electronic storage must:
- Require University authentication (e.g., single sign‑on, multi‑factor authentication where applicable)
- Enforce role‑based access controls
- Be managed, monitored, and maintained by Villanova Information Technology or an approved vendor
Prohibited storage includes, but is not limited to:
- Personal cloud storage (e.g., personal Google Drive, Dropbox, iCloud)
- Personal devices or local hard drives not managed by the University
- Non‑approved third‑party applications or platforms
Exceptions require documented approval in coordination with Villanova Information Technology.
Physical records containing FERPA‑protected information must be:
- Stored in locked cabinets, drawers, or secured offices
- Accessible only to authorized personnel with a legitimate educational interest
- Protected from unauthorized viewing, copying or removal
Paper records should not be left unattended in public or shared spaces and must be returned to secure storage when not actively in use.
FERPA‑protected information must be retained and disposed of in accordance with:
- Villanova University record retention schedules
- Applicable federal and state regulations
Secure disposal requirements include:
- Shredding paper records
- Secure deletion of electronic records in accordance with IT standards
Any suspected or confirmed:
- Unauthorized access
- Data loss
- Data breach involving FERPA‑protected information
must be reported immediately to the Chief Information Security Officer and to the Office of General Counsel.
Prompt reporting is essential to mitigate risk and ensure regulatory compliance.
Solomon Amendment
Villanova University complies with the Solomon Amendment, a federal law that requires institutions receiving certain federal funds to provide military recruiters with access to students and limited student information under specific conditions.
The Solomon Amendment (10 U.S.C. § 983) requires colleges and universities to provide the U.S. military with access to students and student recruiting information that is comparable to the access provided to other employers. Compliance with this law is a condition of receiving certain federal funds.
Upon request, Villanova University may provide the following student recruiting information to military recruiters:
- Name
- Address
- Telephone number
- Email address
- Age or year of birth
- Academic level (e.g., undergraduate or graduate)
- Major or field of study
This information is similar to what is typically classified as directory information under FERPA.
Students have the right to opt out of the release of their information to military recruiters.
- A student who submits a valid opt‑out request will have their covered information withheld from military recruiting disclosures.
- Opt‑out requests must be submitted through Villanova University’s Confidentiality Request Form.
Students are encouraged to review their privacy preferences regularly.
The Solomon Amendment functions as a limited exception to FERPA. When applicable, Villanova University may disclose certain student information to military recruiters as required by law, unless the student has exercised their right to opt out.