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Definition of Demonstrated Need to Know

FERPA allows the disclosure of education records without the students consent to school officials with a demonstrated need to know. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement personnel and Counseling and Health staff); a person or company with whom the University has contracted; a person serving on the governing or advising boards for the university; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a demonstrated need to know if the review of an education record is required in order to fulfill his or her professional responsibility.

The University has designated the UWGB Alumni Association as a School Official. The University reserves the right to disclose a student’s personally identifiable information to the Alumni Association in recognition that they are performing the legitimate educational interest of supplying educational resources necessary for the University to carry out its mission.

Some other exceptions or circumstances when the University may disclose education records include:

  • to comply with a judicial order or a lawfully issued subpoena;
  • to appropriate parties in a health or safety emergency;
  • to officials of another school, upon request, in which a student seeks or intends to enroll, or is currently enrolled at that school
  • in connection with a student's request for receipt of financial aid, as necessary to determine the eligibility, amount, or conditions of the financial aid, or to enforce the terms and conditions of the aid;
  • to certain officials of the U.S. Department of Education, the Comptroller General, to state and local educational authorities, in connection with certain state or federally supported education programs;
  • to accrediting organizations to carry out their functions;
  • to organizations conducting certain studies for or on behalf of the University;
  • the results of an institutional disciplinary proceeding against the alleged student of a crime of violence may be released to the alleged student victim of that crime with respect to that crime.