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FERPA for Faculty and Staff

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records. Faculty and staff who access student information are responsible for ensuring that records are handled securely and disclosed only when authorized or otherwise permitted by law.

Use this page to verify student consent, understand FERPA requirements and review best practices for protecting student information at Texas Tech University.

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Red Raider Family Network

Texas Tech students can authorize access to their education records through the Red Raider Family Network. This platform provides electronic FERPA authorization, allowing students to determine which academic and financial records may be shared with parents, family members and other authorized individuals.

Parents and family members can request access through the network, but the student determines which information they can view.

Before releasing student information: Faculty and staff must verify that the parent, family member or other individual is authorized to receive the requested information through the Red Raider Family Network FERPA administration portal, unless another FERPA exception applies.

Access FERPA Authorization Portal

Video Tutorial

Watch this tutorial for instructions on verifying student authorization through the Red Raider Family Network.

Faculty and staff should confirm that an individual has permission to access the specific student records being requested before disclosing protected information.

Texas Tech faculty and staff can log in to the Red Raider Family Network using Texas Tech Single Sign-On (SSO).

Follow the instructions below to verify whether a student has authorized the release of information to a parent, family member or other individual.

Download Instructions for Verifying Student Consent (PDF)

Important: Confirm the individual's authorization and the specific records the student has approved for release. An authorized connection does not automatically grant access to every part of a student's education record.

Connection statuses indicate where a request is in the authorization process.

Queued

The parent has initiated a request, but the student does not yet exist in CampusESP. This most commonly occurs during summer orientation when students are registering for classes around the same time that parents request access. A connection remains queued for three months before being archived.

Pending

The student has not yet approved the request made by the parent.

Loading

The student has approved the parent's request, and the data will load overnight.

Awaiting Confirmation

The student has granted permission to a parent, but the parent has not yet confirmed their access, including completing any required password or PIN setup.

Approved/Active

The connection is active, and authorized data is visible in the parent's information tiles.

Removed/Canceled

The student has canceled the connection, and no data is visible to that individual through CampusESP.

Faculty and Staff Responsibilities

Employees who access student information must understand the difference between directory information and protected education records. Access to university systems does not automatically authorize an employee to view or disclose every student's information.

Directory Information

Directory information is student information that may be released without the student's consent if the student has not restricted its disclosure.

Texas Tech's designated directory information includes:

  • Student name
  • Permanent and local addresses
  • Place of birth
  • Classification
  • Major field of study
  • Dates of attendance
  • Degrees, awards and honors received
  • Specific enrollment status:
    • Full-time, part-time or half-time
    • Undergraduate, graduate, law or veterinary medicine
  • Participation in officially recognized sports and activities
  • Height and weight of members of athletic teams
  • Previous institutions attended

Before releasing directory information, verify whether the student has restricted its disclosure. Consult TTU OP 30.30 for university requirements.

Education Records

FERPA generally requires written permission from the student before information from an education record may be released to an individual who does not qualify for a permitted exception.

Although FERPA allows disclosure without consent in certain circumstances, access must be limited to individuals who are authorized or have a legitimate educational interest.

This includes parents, spouses, other students and university employees. Faculty and staff who do not have a legitimate educational interest should not access a student's protected information.

All Texas Tech University employees who have access to student information are responsible for safeguarding that information.

FERPA Training Requirements

Faculty and staff who require access to student records through the university's electronic systems must successfully complete online FERPA training with a score of 80% or higher before attending system-specific training.

FERPA training is required for access to university student record systems.

FERPA Training Instructions

Best Practices

Follow these practices when accessing, discussing or sharing student education records.

All discussions regarding a student's education record must be conducted in a private, secure and professional manner.

This includes discussions about grades, advising or tutoring appointments, class schedules and enrollment.

Student information must be protected regardless of the communication method, including verbal conversations, email and written correspondence.

When communicating about student records by email:

  • Ensure other students or unauthorized third parties are not copied on the message.
  • Use official TTU email addresses when communicating with students.
  • Never attach grades or other private student information to an email distribution list.

Never discuss a student's education record with a parent or third party without first confirming FERPA authorization or another applicable exception.

Third parties may include other faculty and staff members who do not have a legitimate educational interest in the student's education records.

When responding to an information request, verify both the individual's identity and their authorization to receive the requested information.

Never include personally identifiable student information on a publicly posted grade list.

If posting grades, use a randomly assigned code or number known only to the instructor and student.

FERPA does not give students the right to remain anonymous in a class. However, student R-numbers and email addresses should not be included on sign-in sheets.

Resources

Review the following policies, forms and university resources for additional FERPA guidance.

Office of the Registrar

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