Educational records include any record maintained by the institution that contains information that is personally identifiable to a student (in whatever format or medium) with some narrowly defined exceptions:
- Records in the "sole possession of the maker" (e.g., private advising notes).
- Law enforcement records created and maintained by a law enforcement agency for a law enforcement purpose.
- Employment records (unless the employment is based on student status). The employment records of student employees (e.g., work-study, wages, graduate teaching associates) are part of their education records.
- Medical/psychological treatment records (e.g., from a health or counseling center).
- Alumni records (i.e., those created after the student graduated or left the institution).
Education records come in a variety of formats. A student record may be:
- A document in the Registrar's Office.
- A computer printout in your office.
- A class list on your desktop.
- A computer display screen.
- Notes taken during an advisement session.