Educational Records: Definition

Additional Details

Policy ID

039-0001

Effective Date

January 1, 2016

Division

Office of the Provost

Office of Primary Responsibility

Office of the Registrar

Last Reviewed Date

May 4, 2023

Next Review Date

2030

Summary of Policy

Educational records include a range of information recorded about a student and maintained by Dartmouth College.

Affected Parties

All Groups

Policy Statement

Educational records include a range of information recorded about a student and maintained by Dartmouth College.

Examples of educational records include (but are not limited to):

  • Date and place of birth, parent(s) and/or guardian addresses, and where parents can be contacted in emergencies.
  • Grades, test scores, courses taken, academic specializations and activities, and official letters regarding a student's status in school.
  • Special education records.
  • Disciplinary records.
  • Medical and health records that the school creates or collects and maintains.
  • Documentation of attendance, schools attended, courses taken, awards conferred, and degrees earned.
  • Personal information such as a student's identification code, social security number, picture, or other information that would make it easy to identify or locate a student.

Educational records do not include:

  • Personal notes made by instructors or other school officials that are not shared with others.
  • law enforcement records, as defined in FERPA.
  • Alumni or post-attendance records.

The media in which the record is stored does not matter. An educational record may be:

  • a handwritten document.
  • a computer printout.
  • computer media.
  • video or audio tape.
  • Film, microfilm, or microfiche.

Policy ID

039-0001

Effective Date

January 1, 2016

Division

Office of the Provost

Office of Primary Responsibility

Office of the Registrar

Last Reviewed Date

May 4, 2023

Next Review Date

2030