Privacy, Student Records, & Student Rights
Loyola regulations and practices that are used to ensure information security and accuracy of student academic records.
If you do not find what you are looking for, please return to Academic Regulations Home. If you have any questions, please contact the Office of Student Records at firstname.lastname@example.org.
Email Address Policy
All students are assigned a Loyola University e-mail address. This is the only address that will be recognized and used by Loyola University. All official information from faculty, staff, and administrators will be sent to students at this address. It is the students’ responsibility to regularly check their e-mail account.
Family Education Rights & Privacy Act (FERPA)
Maintaining confidentiality of student records is everyone's responsibility, whether you are faculty, staff, or student.
Annually, Loyola University New Orleans informs students of the Family Educational Rights and Privacy Act of 1974, as amended. Review this annual notice to students »
The Family Education Rights & Privacy Act (FERPA) - formerly known as the Buckley Amendment - with which this university complies, has been designated to protect the privacy of educational records. FERPA affords students certain rights with respect to their education records.
The following is considered "Directory Information" at Loyola University New Orleans and may be made available to the general public unless the student notifies the Office of Student Records in person or in writing before the last day to add classes:
Student's name, telephone numbers, all addresses, e-mail address, place of birth, college, major, honors, awards, photographs for University publications/web site use, classification, dates of enrollment, enrollment status, degrees conferred, dates of conferral, graduation distinctions and the institution attended immediately prior to admission.
For additional information on Loyola’s policy, please visit the FERPA web site.
Penalties for Violating FERPA Regulations
If you believe that your FERPA rights have been violated by Loyola University New Orleans, you may submit your complaint to the FERPA Compliance Office in Washington, D.C. Students should call (202) 260-3887 to obtain a complaint form. For privacy reasons, your allegation will not be discussed via email. Once you receive the complaint form, it should be mailed to:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-8520
The Family Policy Compliance Office reviews and investigates complaints of violations of FERPA. If the Office finds that there has been a failure to comply with FERPA, it will notify the institution about the corrections that need to be made to bring the institution into compliance. The Office will establish a reasonable period of time for the institution to voluntarily accomplish the specified changes.
If the Secretary of Education finds, after this reasonable period of time, that an institution has failed to comply with FERPA and determines that compliance cannot be secured by any means, he can, among other options direct that no federal funds under his administrative control (financial aid, education grants, etc.) be made available to that institution.
Parental Access to Student’s Educational Record
When a student reaches the age of 18 or begins attending a postsecondary institution, regardless of age, FERPA rights transfer from the parent to the student. However, Loyola University New Orleans recognizes that many parents are concerned about their students academic progress. If their son or daughter is claimed as a dependent on their income tax, we will provide academic and financial information to either parent upon proof of identity. The parents are also given access to Lora for Parents. Students who are not claimed as a dependent must continue to provide authorization to the parent(s) to access the records. Parents must obtain a signed consent from their child to receive non-directory information. The Office of Student Records keeps that consent on file and the authorization is flagged on screen 11 of the Student Records System. Should a parent contact you regarding their child, you must check for this authorization prior to releasing that information. If the authorization does not exist, you must not discuss the student with their parent and advise the parent that their child must give us written authorization before you are allowed to do so. Once a student withdraws or graduates, the parent no longer has automatic access to their son or daughter's record. Download an authorization to disclose information to parents of non-dependent student form »
What is an Educational Record?
Just about any information provided by a student to the university for use in the educational process is considered a student educational record:
Student educational records may be:
a document in the student record’s office
a computer printout in your office
a class list on your desktop
a computer display screen
notes you have taken during an advisement session
Posting of Grades by Faculty
The public posting of grades either by the student’s name or social security number without the student’s written permission is a violation of FERPA. This includes the posting of grades to a class website and applies to any public posting of grades for students taking distance education courses.
Instructors and others who post grades should use a system that ensures that FERPA requirements are met. This can be accomplished either by obtaining the student’s written permission or by using code words or randomly assigned numbers that only the instructor and individual student should know.
Notification of grades via a postcard violates a student’s privacy rights.
Notification of grades via e-mail is not recommended. There is minimal guarantee of confidentiality on e-mail. The institution would be held responsible if an unauthorized third party gained access, in any manner, to a student’s educational record through any electronic transmission method.
Loyola provides a secure web application for students (LORA) to view their academic record. In addition to the social security number, a student must also supply a self-assigned PIN, which is a second level of security, to view these records.
Disclosing FERPA-Protected Information via Email
Email is an official means of University communication. FERPA does not prohibit the use of email for transmitting FERPA-protected information to a student or authorized third party.
Faculty and staff should use email with caution appropriate to (1) the level of sensitivity of the information being disclosed, (2) the likelihood of inadvertent disclosure to someone other than the intended recipient, and (3) the consequences of inadvertent disclosure to someone other than intended recipient.
As a general rule, email should contain the least amount of FERPA-protected information as possible. The subject line should never include FERPA-protected information. The body of an email should not contain highly sensitive FERPA-protected information, such as a social security number, financial information, the student’s grades or the student’s grade point average. Extra care must be taken to protect high-risk confidential information in both electronic and paper form.
Letters of Recommendation
Statements made by a person making a recommendation that are made from that person’s personal observation or knowledge do not require a written release from the student. However, if personally identifiable information obtained from a student’s educational record is included in the letter of recommendation (grades, GPA, etc.), the writer is required to obtain a signed release from the student which:
specifies the records that may be disclosed,
states the purpose of the disclosure,
identifies the party or class of parties to whom the disclosure can be made.
This letter should be kept as part of the student's educational record and the student has the right to read it unless he or she has waived that right to access.
Sample Student Release –
I give permission to Prof. Smith to write a letter of recommendation to:
324 Wilkins Drive
Atlanta, GA 33011
Prof Smith has my permission to include my gpa and grades.
I waive (or do not waive) my right to review a copy of this letter at any time in the future.
Nothing in FERPA allows an institution to discuss a student’s educational record publicly – even if a lawsuit has made the information a matter of public record. A school official may not assume that a student’s public discussion of a matter constitutes implied consent for the school official to disclose anything other than directory information in reply. Additionally, university employees should follow university policy regarding the release of information to the media. The official spokesperson for the university is the Director of Public Affairs.
Legitimate Educational Interest
In accordance with FERPA, a school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his/her professional responsibility. This includes such purposes as:
performing appropriate tasks that are specified in her/his position description or by a contract agreement
performing a task related to a student's education;
performing a task related to the discipline of a student;
providing services for the student or the student's family, such as health care, counseling, job placement, or financial aid.
Legitimate educational interest does not convey inherent rights to any and all student information. The law discriminates between educational interest, and personal or private interest; determinations are made on a case-by-case basis. Educational interest does not constitute authority to disclose information to a third party without the student's written permission.
Special "DON’TS" for Faculty
To avoid violations of FERPA rules, DO NOT:
at any time use the entire Social Security Number of a student in a public posting of grades,
ever link the name of a student with that student's social security number in any public manner,
leave graded tests in a stack for students to pick up by sorting through the papers of all students,
circulate a printed class list with student name and social security number or grades as an attendance roster,
discuss the progress of any student with anyone other than the student (including parents) without the consent of the student,
provide anyone with lists of students enrolled in your classes for any commercial purpose,
provide anyone with student schedules or assist anyone other than university employees in finding a student on campus.
Resource: The AACRAO 2012 FERPA Guide
For more detailed information on FERPA visit these web pages:
Solomon Amendment Guidelines
In compliance with the Solomon Amendment, Loyola University will provide the following information to any branch of the Armed Forces for the purposes of recruiting:
Addresses (permanent, local, & email)
Place of birth
Date of birth (age)
Degree(s) receivedMost recent educational institution enrolled by the student
If a student requests that Student Records withhold directory information under FERPA, your restriction will be honored and not released.
Revised Fall 2015
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Intellectual Property Rights
This notice informs students of Loyola University New Orleans’ Intellectual Property Rights Policy (“Policy”), which governs student works.
The university respects the intellectual property rights of its students and seeks to promote their creative and entrepreneurial activities. The Policy therefore recognizes that students own the copyright to all works they create as part of their academic endeavors. These protected works include, but are not limited to, papers, presentations, computer programs, theses, musical works, photographs, film and video projects, and other artistic works.
The Policy’s broad protection of student copyright ownership is subject to the following narrow exceptions:
Sponsored or Externally Contracted Works: Copyright ownership in student works created under a sponsored agreement or external contract shall be determined by the terms of the agreement.
Commissioned Work: Works created by students within the scope of employment at Loyola University New Orleans are “commissioned works” that are owned by the university or the hiring party (e.g., a faculty member hiring a research assistant).
Student Classroom and Laboratory Notes: Student class and lab notes may be used non-commercially and only for personal educational purposes. Commercial or other unauthorized uses of such works may constitute unlawful copyright infringement of the faculty or staff’s intellectual property rights.
University License to Student Works
The Policy reflects the university’s commitment to education and research. The Policy therefore requires students to grant the university a non-exclusive license to use students’ academic works for non-profit, educational, research, and promotional purposes. This license does not allow the university to commercially exploit the work. It ensures, for instance, that faculty can share the student works (such as prior projects or papers) with future students to further their education. Promotional uses are limited to promoting the university, such as celebrating student successes on the university website. This license is also subject to the student’s privacy rights under federal law.
Questions Regarding Intellectual Property Rights
Questions and disputes about intellectual property rights are determined by the university’s Intellectual Property Policy and Rights Committee and the administration under the terms of the Policy. Students agree to be governed by the Policy as a condition of enrollment to the university.
Knowledge of Regulations
Students are responsible for compliance with the regulations of the university and should familiarize themselves with the provisions of this bulletin distributed by the Office of Admissions, the deadlines posted on the academic calendar published by the Office of Student Records, the Student Handbook distributed by the Division of Student Affairs, and posted official notices and official instructions given to students.
The university reserves the right to clarify and change its regulations in the course of the student’s enrollment. Faculty advisers, deans, and associate deans are available to assist students regarding compliance with current regulations. However, it is ultimately the student’s responsibility to comply with the regulations and completion of requirements for his or her chosen program of study.
Upon enrollment, the student and the parents or guardians of a dependent student agree that the student will be governed by the university regulations and will abide by decisions made by proper authorities of the university regarding the individual student.
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Policy on Non-Discrimination
Loyola University New Orleans has fully supported and fostered in its educational programs, admissions, employment practices, and in the activities it operates the policy of not discriminating on the basis of age, color, disability, national origin, race, religion, sex/gender, or sexual orientation. This policy is in compliance with all applicable federal regulations and guidelines.
Release of Information
Please see section on the Family Education Rights & Privacy Act (FERPA)
Release of Information - Deceased Students
All requests for disclosures of non-directory information regarding deceased students must be submitted in writing to Office of Student Records. Such request must (1) specify the individual records requested, (2) indicate a purpose for the disclosure of the records, and (3) identify the recipients of the information requested.
The requestor(s) must be identified as a party with a legitimate interest in non-directory information regarding the decedent. A party with a legitimate interest in non-directory information regarding the decedent typically includes an executor or administrator, or if the estate has already closed, the next of kin in the context of Louisiana’s intestate statute. Additionally, the requestor(s) must also submit a certified copy of the student’s death certificate or provide an authorized court order/subpoena.
Loyola reserves the right to refuse disclosures and/or to notify the estate of the deceased student, if known, prior to releasing the information or responding to requests for non-directory information about the former student.
Medical / Psychological
The psychological and/or medical records may be released upon signed written request to the surviving spouse, the parents, executor of the will, the surviving children, or - after suit has been instituted - the defense counsel or the defense insurance company seeking any medical, hospital, or other records relating to the patient's medical treatment, history or condition, either personally or through an attorney. Only the Director for Counseling and Health Services may release the psychological and/or medical records of a deceased student.
The person requesting the records must provide the following information in a signed written request:
Copy of the death certificate
Person requesting records' name, address, phone number, evidence that he or she is qualified to receive the records based on the criteria above
Date of request
For educational records, please address the request to the Director of Student Records, Loyola University New Orleans, 6363 St. Charles Avenue., Box 2, New Orleans, LA 70118
For medical records, please address the request to Director, University Counseling Center, Loyola University New Orleans, 6363 St. Charles Avenue, Box 200, New Orleans, LA 70118
Records Retention Policy
The following guidelines are recommended by AACRAO (American Association of Collegiate Registrar's and Admission's Officers) and also approved by Loyola University:
The admissions records of enrolled students are retained for 10 years.
Acceptance letters, applications, correspondence, credit by examination, test scores, transcripts, transfer credit evaluations, and admissions decision information are retained on non-enrolled students for a period of two years.
Records and Registration Documents are retained for a period of one year.
Change of grade forms, final grade rosters, transcripts, catalogs, class schedules, and graduation certifications are retained indefinitely.
Students are required to report and appeal all discrepancies regarding all academic records to the Office of Student Records within 30 days from the final class day of the semester in which the discrepancy occurred.
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Security of Student Records
Loyola University New Orleans maintains all student records in electronic format. Such records are maintained on an administrative system housed in a secured environment. Access to all electronically stored information is controlled through the use of user IDs and passwords. Additionally, all records are copied to magnetic tape on a daily basis and stored offsite.
All students have access to the general Student Complaint process. A student complaint can be filed electronically from each student's LORA account. Additionally, each college should have general student complaint forms in their respective Dean's Offices. Please note: Grade Appeals and Academic Grievances follow different processes as outlined elsewhere in Academic Regulations.
Loyola is authorized to distribute only Loyola’s own transcripts, not the records of testing services or other universities. Students may have four records at Loyola which comprise the official transcript: undergraduate, graduate, law, or continuing education transcript. Upon a student’s request, all official transcripts are sent by the Office of Student Records to others. Transcripts marked “Issued to the Student” are given by the Office of Student Records to students. In accordance with recommendations of the American Association of College Registrars and Admissions Officers, official transcripts issued to students should not be treated as an official academic credential unless the transcript is provided in a sealed envelope. Transcripts carry notations identifying major, minor, if applicable, degree program, Loyola term and cumulative statistics, degrees earned at Loyola and other institutions, transfer coursework by institution, credit by examination, date of birth, and prior academic level. Academic exclusion and academic dismissal are indicated on the transcript for students placed in this status.
Students who have attended Loyola as transients under the cross-enrollment/consortium policy will have their coursework posted on their home institution’s transcript. The Office of Counseling and Career Services issues copies of Loyola transcripts as part of its placement portfolio. This document should not be treated as an official transcript. Loyola will withhold transcripts, diplomas, letters of good standing, and statements of honorable dismissal until indebtedness to the university has been discharged.
Transcripts may be requested through several different venues. For additional information, please visit the transcript request web site.
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