Guidelines for Student Data Use

Under the Family Educational Rights and Privacy Act (FERPA), current and former K-State students have the right to:

• Inspect and review their education records.

• Request a formal hearing to challenge any part of their record they believe is inaccurate, misleading, or a violation of their privacy rights.

This policy applies to all K-State campuses and units, and to anyone who handles student data as part of their university responsibilities—including faculty, staff, student employees, affiliates, contractors, and vendors—regardless of the format (paper, digital, audio, video, etc.).

To request access to your education records, please refer to the Requesting to Inspect Educational Records, which outline the required steps and any applicable exclusions under FERPA.

The Solomon Amendment is a federal law that allows military recruiters to access some address, biographical, and academic program information on students age 17 and older.

The Department of Education has determined the Solomon Amendment supersedes most elements of FERPA. An institution is therefore obligated to release data included in the list of "student recruiting infor­mation," which may or may not match K-State's FERPA directory information list. Data will not be released to the Military for students with a FERPA Hold. For a list of "student recruiting information" and the procedure to request a release of information to a Military Recruiter please refer to the Solomon Amendment Request page.

As the steward of student educational records, the Office of the Registrar is responsible for evaluating all requests for student data to ensure compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA). Only requests that meet FERPA guidelines will be approved and fulfilled.

In general, the Office of the Registrar may disclose student record information only with the student’s prior written consent or if an exception under 34 CFR 99.31 applies.

One such exception permits disclosure to university officials who have a legitimate educational interest—including academic or research purposes. At Kansas State University, this typically includes faculty and research personnel conducting institutionally supported research, especially when supported by an approved Institutional Review Board (IRB) application.

However, it’s important to note that:

• IRB approval does not guarantee the release of student data. Final determination of access rests with the Office of the Registrar.

• All data requests for research must be submitted using the Data Request Form – IRB and Research, accompanied by a copy of your IRB application or approval notice. Submit materials to registrar@k-state.edu.

• An IRB is required if there is any potential for your project to be published or presented publicly, even if it was not originally intended for research use.

Additional Requirements:

• No student data will be released if the student has a FERPA Non-Disclosure Hold in place, which prohibits disclosure of any personally identifiable information.

• All published findings must maintain student anonymity, including only aggregate data and suppressing any cell sizes smaller than five.

• Personally identifiable data must never be sent via unencrypted email and must be stored using secure methods to ensure confidentiality and data protection.

For questions about data eligibility or compliance, please contact the Office of the Registrar.

The Kansas Open Records Act (KORA) is not an appropriate mechanism for requesting access to your own student record, nor is it a substitute for formal discovery procedures in the context of pending litigation.

Students seeking access to their academic information should utilize self-service options available through KSIS or request official documents such as transcripts, duplicate/replacement diplomas, or enrollment verifications, depending on the specific need.

Due to the protections afforded by the Family Educational Rights and Privacy Act (FERPA) and K-State’s Student Records Policy, most student records are not subject to public disclosure.

The University may, at its discretion, release directory information only when such release supports its mission, benefits students, or serves University affiliates and partners. However, Kansas State University does not maintain or distribute student directory information through an online directory and does not typically provide such information in electronic or printed formats.

All subpoenas should be directed to the Office of the General Counsel for proper review and response. A subpoena is a formal legal document issued by a court that may require the production of records or mandate an individual's appearance at a deposition, hearing, or trial. It is important to note that subpoenas carry legally binding deadlines, and timely compliance is essential.