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UGA Archnews Memo: USG Updated Definition of Directory Information Under FERPA (01/28/2025)

UGA Archnews Memo: USG Updated Definition of Directory Information Under FERPA (01/28/2025)

To: UGA Faculty, Staff, and Students

From: Office of the Registrar

 

In compliance with a new policy adopted by the University System of Georgia, all USG institutions now have a unified definition of directory information under the Family Educational Rights and Privacy Act (FERPA) effective December 31, 2024. This new definition is outlined in USG Academic and Student Affairs Handbook Section 3.2.1 ?USG FERPA Notification and Directory Information Policy,? available here: https://www.usg.edu/academic_affairs_handbook/section3/C678/ .

 

Under FERPA, directory information is defined as information that, if released, would not be considered a violation of a student?s privacy and may be disclosed without a student?s prior written consent unless the student has opted out of such disclosure.

 

Per the USG policy, the University of Georgia has designated the following categories of information as directory information:

  • Student's name

  • Hometown

  • Institution-assigned email address. Under this category, an institution-assigned email may be disclosed without consent only to other, current students. In addition, students may not request email listings of the entire student body or segments thereof, except for academic purposes.

  • Major field of study

  • Enrollment status (e.g., full-time, part-time)

  • Participation in officially recognized activities and sports

  • Dates of attendance

  • Degrees, honors, and awards received

  • Thesis/dissertation title

  • The most recent educational institution attended

  • Height and weight of athletes

  • Class level

 

The following categories of information are no longer defined as directory information:

  • Phone number(s)

  • Address(es)

  • UGA photograph

  • Faculty mentor as part of thesis/dissertation title

  • Employment title and contact information

 

 Please note that institution-assigned email addresses (an individual?s http://uga.edu email address) may only be disclosed as directory information to other, current students. This means that student http://uga.edu email addresses may no longer be disclosed publicly or to outside third parties unless in accordance with the student?s consent or an applicable exception under FERPA. Keep in mind that student email addresses may continue to be disclosed within the University between employees who have a legitimate educational interest in sharing such information.

 

As a result of this change in the definition of directory information, there may be circumstances where students will be asked by departments, schools, and colleges to provide consent for the disclosure of information that previously was defined as directory information. For example, a department may display on their website the email addresses and photographs of their graduate students. The department may request the graduate students? consent to continue to display such information.

 

An updated annual notification of student rights under FERPA will be circulated via email in the coming days. This annual notification will include the updated definition of directory information along with information regarding the process of opting out of such disclosure.

 

Additional guidance will also be provided to faculty and staff via email in the coming days on how to comply with these changes to the definition of directory information.

 

For assistance with questions related to directory information, please contact the Office of the Registrar at reghelp@uga.edu.