Privacy matters, especially when it comes to your school records.

Imagine facing a disciplinary issue in college—maybe a misunderstanding or a mistake you’ve learned from. You might assume that what happens on campus stays on campus, but did you know that your disciplinary records are protected under FERPA? The Family Educational Rights and Privacy Act (FERPA) sets clear rules about who can access these records and under what circumstances. While schools have some legal leeway, your rights as a student remain at the center of the conversation.

Knowing how FERPA applies to disciplinary records isn’t just useful—it’s essential.


FERPA’s Impact on Disciplinary Records

When a student faces disciplinary action, what happens to those records? Are they confidential, or can they be shared?

FERPA (Family Educational Rights and Privacy Act) plays a big role in answering these questions. This section breaks down what’s included in disciplinary records and when schools can disclose them—so you know exactly where you stand.

Limits to Disciplinary Records Under FERPA


What Disciplinary Records Entail

Disciplinary records document any actions taken against a student due to misconduct. This can include:

  1. Suspensions and expulsions for serious violations.
  2. Academic misconduct, like cheating or plagiarism.
  3. Behavioral offenses, such as harassment, vandalism, or substance abuse violations.

But here’s something important: Not all records related to discipline are protected under FERPA.

If the record was created by campus law enforcement (such as campus police reports), it’s typically not covered by FERPA protections. However, if that same incident results in a disciplinary action that is recorded in your educational file, it is protected under FERPA.

In simple terms—if it’s part of your academic record, it’s private. If it’s purely a law enforcement record, it’s not.


Disclosure of Disciplinary Records

FERPA limits how and when disciplinary records can be shared to protect student privacy. In most cases, schools cannot release these records without the student’s consent. However, there are a few exceptions.

  1. If a student is found responsible for a serious crime, such as a violent offense or sexual misconduct, schools may disclose the outcome of the disciplinary action.
  2. Parents can access disciplinary records if the student is under 18. Once the student turns 18 or enters college, those rights transfer to the student.
  3. If a student transfers to another institution, the school may disclose disciplinary records, but only if the student gives permission.

It’s always a good idea to check your school’s specific policies on FERPA and disciplinary records. Schools may have additional guidelines on how they manage, store, and disclose these records.

Understanding your rights means you can better protect your privacy and make informed decisions about your education.


Understanding FERPA

If you’ve ever wondered who can see your school records, FERPA (Family Educational Rights and Privacy Act) holds the answer. This law is designed to protect your personal information, including your disciplinary records. But what does that really mean for you? Let’s break it down.


Fundamentals of FERPA

FERPA gives you certain rights over your educational records, which include:

  1. The right to access and review your records.
  2. The ability to request corrections if something is inaccurate.
  3. Control over who gets to see your private information.

What counts as an educational record? It’s more than just your grades and transcripts—it includes disciplinary records too. Schools cannot share these records freely; they need your written consent unless an exception applies.

For example, if there’s a health or safety emergency, your school may disclose relevant records to protect you or others. Picture a situation where a student poses a threat to campus safety—FERPA allows schools to act swiftly without waiting for permission.

At its core, FERPA is about striking a balance—keeping your information private while ensuring access when it truly matters. This helps build trust between students and educational institutions.


FERPA’s Scope and Application

Who does FERPA apply to? If you attend a public school, college, or university that gets federal funding, then FERPA covers your records. Almost all universities in the U.S. fall under this law.

Disciplinary records, like code of conduct violations or academic misconduct reports, are usually kept confidential. But there are exceptions. If you’re transferring to another university, your current school can share your disciplinary history—but they must get your consent first.

What about parents? Before you turn 18 (or start college), your parents can access your records. But once you’re legally an adult, those rights transfer to you. This shift is crucial—especially when dealing with disciplinary matters—because it puts the responsibility in your hands.

Knowing your rights under FERPA isn’t just useful—it’s essential. Whether you’re requesting records, disputing an entry, or just making sure your information stays private, understanding this law gives you the power to take control of your own educational journey.


Rights Under FERPA

When it comes to educational records, who gets access? Can students see everything? Do parents have a say?

FERPA (Family Educational Rights and Privacy Act) sets clear rules on these rights, especially when it comes to disciplinary records. Understanding how authority shifts between parents and students is key to knowing who’s in control of this information.


Students’ Rights to Access Records

As a student, FERPA gives you the right to access your educational records—including transcripts, grades, and in some cases, disciplinary records.

Schools are required to provide you with an opportunity to review these records, though they may not always give you copies, especially if the records contain details about other students.

So, how do you access your records? Simple—just reach out to your school’s registrar or FERPA office. They can guide you through the process, explain what’s available, and help you submit a request. It’s your right to know what’s in your file, and exercising that right keeps you informed.

One thing to remember: while you can access your records, you don’t control who else can see them—unless FERPA says otherwise.


Parents’ Rights and Transferred Authority

For students under 18, parents have automatic access to education records, including disciplinary actions for serious misconduct. This means they don’t need permission from their child to see what’s on file.

But here’s where things change: once a student turns 18 or enrolls in college, these rights transfer to the student. At that point, parents can’t access records unless the student explicitly gives permission.

For parents, this transition can feel like a hard stop on staying informed. That’s why having open conversations with your child about record access is important.

If you’re a student, consider discussing with your parents how and when you might share important information. After all, FERPA is about privacy—but also about making sure the right people have access when it truly matters.


Exceptions to FERPA Protections

While FERPA is designed to keep student records private, there are certain exceptions where schools can share information without consent. Understanding these exceptions can help you navigate when and why disciplinary records might be disclosed.


Health and Safety Emergency Allowances

In situations where a student’s safety—or the safety of others—is at risk, FERPA allows schools to share information without needing permission.

If there’s an immediate threat, such as violent behavior, self-harm risks, or dangerous actions, the school can contact parents, law enforcement, or other necessary authorities.

For example, imagine a student makes credible threats of violence or is struggling with severe mental health issues that put them in danger. In these cases, the school doesn’t have to wait for permission—they can act fast to protect the student and the campus community. This exception is about balancing privacy with urgent safety needs.

It’s worth noting that schools must still use reasonable judgment in determining when a situation qualifies as an emergency. They can’t just disclose records freely—they must have a clear, immediate reason.


Law Enforcement Unit Records

Not all records held by a school fall under FERPA protection. One key exception?

Law enforcement unit records—which are kept by campus security or local police working with the school.

These records typically cover criminal activity, investigations, and incidents that could lead to legal action. Unlike standard student records, these are not protected under FERPA, meaning they can be shared with law enforcement, courts, or other authorities when necessary.

For example, if a student is involved in a serious legal violation, such as assault, drug offenses, or theft, the school’s security department can maintain separate records that don’t require student consent for disclosure. While educational records remain private, law enforcement records serve a different purpose—ensuring safety and upholding legal responsibilities.

Understanding these exceptions helps you know when your records are private and when they might be shared—whether it’s for safety, legal reasons, or emergency situations.


Conducting Record-Keeping Compliant with FERPA

Accurate and secure record-keeping isn’t just good practice—it’s a legal responsibility under FERPA. Schools must handle disciplinary records carefully, ensuring student privacy is protected while following federal regulations.


Best Practices for Educational Institutions

Before anything else, it’s crucial to know what qualifies as a disciplinary record. These records aren’t just paperwork—they include suspensions, expulsions, and conduct violations, all of which are protected under FERPA.

To stay compliant, schools should focus on the following best practices:

  1. Train staff on FERPA regulations—everyone handling records should understand privacy rules.
  2. Secure storage is a must—whether records are digital or physical, they should be properly safeguarded.
  3. Review records regularly—ensure that disciplinary records are correctly classified and maintained.

Having clear policies makes it easier to manage records while respecting student rights. Schools should also provide transparent access so students (and parents, when applicable) understand how to request and review their records.


Releasing Disciplinary Records Responsibly

Not all disciplinary records can—or should—be shared freely. FERPA has strict rules on when and how these records can be disclosed.

FERPA allows disclosure without consent only in specific cases, such as:

  1. Health or safety emergencies where releasing information is necessary to prevent harm.
  2. When a student transfers to another institution, allowing the new school to review past conduct.

To ensure compliance, institutions should follow these guidelines when handling record requests:

  1. Verify identities before granting access—mistakes here can lead to privacy violations.
  2. Limit disclosures to only the necessary details—never overshare.
  3. Keep a log of every record disclosure—this provides a paper trail for accountability.

By following these steps, schools can protect student privacy while staying compliant with FERPA. Keeping up with legal obligations ensures institutions handle disciplinary records the right way—securely, ethically, and responsibly.


Ensuring FERPA Compliance with EduTranscript

Keeping up with FERPA regulations while managing disciplinary records is no easy task.

Universities handle thousands of academic records, and with strict privacy rules in place, staying compliant requires constant attention. It’s a lot to juggle—especially when manual processes slow things down.

That’s where EduTranscript steps in.


Simplifying Compliance and Record Management

EduTranscript is designed to take the headache out of academic record management.

It ensures FERPA compliance by keeping records secure, organized, and easily accessible—so institutions can focus on education rather than paperwork.

With its user-friendly interface, staff members can manage transcripts and disciplinary records without the risk of errors or privacy breaches. Whether it’s storing, accessing, or sharing records, the platform ensures everything stays within legal boundaries.


Security and Accessibility—All in One Place

EduTranscript isn’t just about convenience—it’s built to protect student data at every level.

Here’s how it keeps records secure:

  1. ID-based tagging ensures only authorized individuals can access records.
  2. Digital cryptographic signatures prevent tampering and maintain data integrity.
  3. OTP-based verification adds an extra layer of security for access control.

Plus, it’s web-accessible, meaning records can be managed anytime, anywhere—without the hassle of digging through paperwork or outdated systems.


Why It Matters

With FERPA violations leading to serious legal consequences, institutions need a reliable, compliant system for handling student records.

EduTranscript provides a seamless, trustworthy solution that simplifies compliance without sacrificing efficiency.

By using EduTranscript, universities can build trust, protect student privacy, and streamline operations—all while ensuring they meet FERPA’s strict requirements.


Conclusion

Understanding FERPA disciplinary records is key for both students and university staff.

While these records are generally private, schools have the authority to disclose certain details, especially in cases involving serious violations. Striking a balance between student privacy and institutional transparency is essential—ensuring fairness while maintaining trust within the academic community.

Knowing when and how these records can be shared helps students, parents, and administrators navigate FERPA with confidence.

If you’re a student, it’s a good idea to stay informed about your rights under FERPA, especially regarding disciplinary actions that may appear on your record.

If you work in a university’s administrative office, ensuring compliance with FERPA regulations is crucial to avoiding legal risks. By implementing secure and well-documented record-keeping practices, institutions can protect student information while still upholding necessary reporting obligations. Clear policies and open communication go a long way in ensuring compliance.

For universities looking to simplify FERPA-compliant transcript and record management, EduTranscript is a secure, efficient solution. It offers ID-based tagging, cryptographic security, and seamless digital access, ensuring that student records remain safe, accessible, and fraud-proof.

If your institution is looking for a reliable way to manage academic records while staying FERPA-compliant, consider booking a demo call today to see how EduTranscript can help change your student record management for the better.