The University of Massachusetts (UMass) Registrar Office is responsible for maintaining the accuracy, integrity, and confidentiality of student records. As of 2025, the Registrar Office has implemented various policies to ensure compliance with federal and state regulations, as well as to provide excellent service to students, faculty, and staff. The following policies are currently in effect for student records:
FERPA Policy
The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records. The UMass Registrar Office adheres to FERPA guidelines, which grant students the right to inspect and review their education records, request amendments to their records, and consent to disclosure of their records to third parties. FERPA applies to all education records, including academic transcripts, grade reports, and disciplinary records. Students can request to opt-out of directory information, which includes name, address, telephone number, and email address, by submitting a written request to the Registrar Office.
Student Record Classification
UMass classifies student records into two categories: directory information and non-directory information. Directory information includes student name, address, telephone number, email address, dates of attendance, and degree(s) earned. Non-directory information includes academic transcripts, grade reports, disciplinary records, and other sensitive information. The Registrar Office requires written consent from students to disclose non-directory information to third parties.
| Record Type | FERPA Classification |
|---|---|
| Directory Information | Public |
| Non-Directory Information | Private |
| Academic Transcripts | Non-Directory Information |
| Grade Reports | Non-Directory Information |
| Disciplinary Records | Non-Directory Information |
Record Retention and Disposal Policy
The UMass Registrar Office has a record retention and disposal policy in place to ensure that student records are maintained and disposed of in accordance with state and federal regulations. The policy requires that student records be retained for a minimum of 5 years after the student’s last date of attendance. Records that are no longer needed are disposed of in a secure and confidential manner, including shredding or electronic deletion.
Electronic Record-Keeping
The UMass Registrar Office uses an electronic record-keeping system to manage student records. The system is designed to ensure the accuracy, integrity, and confidentiality of student records. The system includes features such as access controls, audit trails, and encryption to protect sensitive information. Students can access their electronic records through the online student portal, which requires a secure login and password.
The UMass Registrar Office is committed to providing excellent service to students, faculty, and staff while maintaining the accuracy, integrity, and confidentiality of student records. By adhering to FERPA guidelines and implementing policies for record retention and disposal, the Registrar Office ensures that student records are handled in a professional and secure manner.
What is FERPA and how does it apply to student records?
+FERPA is a federal law that protects the privacy of student education records. It applies to all education records, including academic transcripts, grade reports, and disciplinary records. FERPA grants students the right to inspect and review their education records, request amendments to their records, and consent to disclosure of their records to third parties.
How can I request to opt-out of directory information?
+Students can request to opt-out of directory information by submitting a written request to the Registrar Office. The request must include the student’s name, ID number, and a statement indicating that they wish to opt-out of directory information.
How long are student records retained by the UMass Registrar Office?
+Student records are retained for a minimum of 5 years after the student’s last date of attendance. Records that are no longer needed are disposed of in a secure and confidential manner, including shredding or electronic deletion.
