Annual Notice to Students

Notification of Rights under FERPA

Texas Tech Health El Paso annually notifies students of their rights under the Family Educational Rights and Privacy Act (FERPA). FERPA protects the privacy of student education records. These rights apply to students who are at least 18 years old or who attend a postsecondary institution at any age.

Students have the following rights:

1. Inspect and review education records

   Students may inspect and review their education records within 45 days after the appropriate records custodian receives a written request.

   Complete the Student Request to Access Education Records form, identify the requested records as precisely as possible and submit the form to the office or official that maintains them. Students who do not know which office maintains a record may submit a written request for assistance to the Registrar’s Office. Valid photo identification is required before records may be reviewed.

2. Request amendment of education records

   Students may request amendment of an education record they believe is inaccurate, misleading or otherwise violates their privacy rights. First request an informal discussion with the records custodian responsible for the record.

   If the matter is not resolved, submit the Student Request to Amend Education Records form to the vice president for academic affairs or designee. The request must identify the part of the record to be changed and explain why it is inaccurate, misleading or violates the student’s privacy rights. If the request is denied, the student will be notified of the right to a hearing and, when applicable, the right to place a statement with the contested record.

   Grade challenges: FERPA’s amendment process does not apply to a faculty member’s substantive judgment reflected in a grade or evaluation. Students must use the applicable grade appeal or grievance procedures in their school handbook and the institutional student handbook.

3. Consent to disclosure of personally identifiable information

   Students generally have the right to provide written consent before Texas Tech Health El Paso discloses personally identifiable information from education records. FERPA permits disclosure without consent in specified circumstances.

   One exception allows disclosure to university officials with a legitimate educational interest. A university official may include an employee; a person serving on the Texas Tech University System Board of Regents; a student serving on an official committee or assisting another official; or a person or organization contracted by, or acting as an agent of, Texas Tech Health El Paso to perform an institutional service or function.

   A university official has a legitimate educational interest when access is needed to perform an appropriate educational, research or administrative function, including:

   • performing duties specified by the official’s position, contract or state law;
   • performing a task related to a student’s education or discipline; or
   • providing a service or benefit to a student or the student’s family, such as health care, counseling, job placement or financial aid.

   FERPA also permits certain disclosures to officials of another school in which a student seeks or intends to enroll and in other circumstances authorized by law.

4. Restrict disclosure of directory information

   Texas Tech Health El Paso may disclose designated directory information without prior consent unless the student requests that it be withheld. Students may submit a written request to the Registrar’s Office or change the directory-information release indicator in WebRaider. Processing may take up to one business day, and the restriction remains in effect until the student changes or withdraws it.

   Texas Tech Health El Paso designates the following as directory information:

   • student name;
   • permanent and local addresses;
   • classification and major field of study;
   • dates of attendance and enrollment status;
   • degree conferral date;
   • degrees, including degrees from previous institutions;
   • honors and awards, including scholarships;
   • participation in officially recognized activities;
   • postgraduate training or clinical sites for R.N., M.D. or Ph.D. graduates and degree candidates; and
   • previous institutions attended.

   “Dates of attendance” means an academic period during which a student attended Texas Tech Health El Paso, such as an academic year or semester. It does not include specific daily attendance records.

5. File a FERPA complaint

   Students may file a complaint with the U.S. Department of Education’s Student Privacy Policy Office concerning an alleged failure by Texas Tech Health El Paso to comply with FERPA. A complaint generally must be submitted within 180 days of the alleged violation or within 180 days after the student knew or reasonably should have known of the alleged violation.

   Review the federal FERPA complaint instructions and submission options. Complaints submitted by mail may be addressed to:

   Student Privacy Policy Office
   U.S. Department of Education
   400 Maryland Avenue, S.W.
   Washington, DC 20202-4605

Institutional FERPA Policy

For complete definitions, exceptions, procedures and forms, review HSCEP OP 77.13, Student Education Records.