FACULTY AND STAFF
These guidelines apply to all Villanova University faculty, staff, administrators, and student employees who have access to student information in the course of their University responsibilities.
Definitions
For FERPA purposes, a student is any individual who is or has been in attendance at Villanova University. FERPA rights transfer to the student upon enrollment, regardless of age or financial dependency.
Education records are records that:
- Contain information directly related to a student, and
- Are maintained by Villanova University or by a party acting on its behalf.
Education records may exist in any format, including electronic systems, email, paper files, audio, or video.
Examples include, but are not limited to:
- Grades, transcripts, and academic evaluations
- Course registration records and class rosters
- Advising records shared with others
- Degree audits and academic standing
- Disciplinary records
The following are not education records under FERPA:
- Sole‑possession notes not shared with others
- Campus law enforcement records
- Medical or counseling records
- Employment records unrelated to student status
Villanova University designates certain student information as directory information, which may be disclosed without prior consent unless the student has placed a restriction.
Directory information may include:
- Student name
- Major or field of study
- Enrollment status
- Dates of attendance
- Degrees awarded
Faculty and staff must verify whether a student has restricted directory information before releasing any such information.
How to Check for Restricted Directory Information
If you are asked for information about a student by anyone external to the University, even if it's simply directory information, you must first check to see if the student has a Confidentiality Request:
- In Banner
- In myNova/Slate for Student Success
If a student has blocked disclosure of directory information, you must respond to the requestor that we have no record of the person. You may not even acknowledge the fact that the person is or ever was a Villanova student.
Access to Education Records
Faculty and staff may access student education records only when they:
- Perform assigned professional responsibilities
- Provide academic, advising or student support services
- Carry out institutional functions or legal obligations
Accessing student information for personal interest, curiosity, or convenience is strictly prohibited.
Disclosure of Student Information
General Rule
Personally identifiable information from student education records may not be disclosed without the student’s prior written consent, unless disclosure is permitted under FERPA.
This restriction applies to all forms of communication, including:
- Verbal conversations
- Email and electronic messaging
- Written correspondence
Faculty and staff should not confirm or deny the existence of student records to unauthorized individuals.
A Student Consent to Disclosure of Educational Records form is available to facilitate the collection of written consent from the student for release of his/her educational record.
FERPA permits disclosure without student consent in limited circumstances, including:
- In connection with financial aid
- In response to a lawfully issued subpoena or court order
- To appropriate parties in a documented health or safety emergency
- As otherwise permitted or required by law
Questions regarding the appropriateness of a disclosure should be directed to the Office of University Ethics and Compliance prior to releasing information.
Responsibilities and Compliance
All faculty and staff are responsible for:
- Maintaining confidentiality of student education records
- Completing required FERPA training
- Reporting suspected or known FERPA violations through appropriate University channels
Faculty and staff are required to:
- Use University‑approved systems for accessing and transmitting student information
- Limit the inclusion of sensitive student data in email communications
- Never post grades or evaluations using personally identifiable information
- Protect system access by safeguarding login credentials and devices
In situations involving a significant and articulable threat to the health or safety of a student or others, FERPA permits the disclosure of relevant information to appropriate parties. Such disclosures must be limited to information necessary to address the emergency.