What are the basic rules?

Student educational records are considered confidential and may not be released without the written consent of the student. As a faculty or staff member you have a responsibility to protect educational records in your possession.

Some information is considered public (called "Directory Information"). This information can be released without the student's written permission. Therefore, you may (but are not required to) release this "Directory Information" without consent.

However, the student may opt to consider this information confidential as well and it will be flagged as such in the student's Banner record if the option is elected.

Dartmouth College identifies the following as directory information, as listed in Dartmouth College's FERPA policy in the Policy Portal:  

• Name (legal or chosen)
• Age
• Date and place of birth
• Student ID number
• Dates of attendance
• Enrollment status
• Class year
• Degree(s) awarded and date(s)
• Degree(s) receipt and non-receipt
• Major field of study, including (if applicable) minors or areas of focus (or the equivalent)
• Awards and honors
• Address
• Telephone number
• Email address
• Relationship to an alum
• Previous educational institutions attended and degrees awarded
• Extracurricular activities
• Student photo
• A student-employee's employing Dartmouth business unit
• Weight and height of members of athletic teams

You have access to non-directory information educational records only for legitimate use to discharge your responsibilities as a College employee. "Need to know" is the basic principle.

Parents of students do not have the same rights to student information as they did in elementary and secondary school; however, if the student is a dependent we may release records information unless the student has indicated otherwise. Dartmouth College's policy is to view the student as an adult, and generally, you should not be releasing information to any third party unless you have obtained permission of the student. It is also important to know the identity of the requestor and if any restrictions have been made on the release of information.

To determine whether the student has restricted release on directory information, check to see if there is a confidentiality indicator on the student’s record. While not all Dartmouth student applications include an indicator currently, you will find it in the applications that follow:

• DartWorks Dashboard
• Banner “forms” (currently accessed by some administrators)
• Names and Faces
• Canvas Photo Roster

Note that Banner, which includes rosters, does not include a confidentiality indicator. If you are ever in doubt, do not release any information until you have contacted the student or the Undergraduate Dean's Office.

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