Attachment III |
|
Glossary of Terms Note: UPPS No.
01.04.31, Access to Student Records Pursuant to the Family Educational
Rights and Privacy Act of 1974 (FERPA) takes precedence if any definition
below is found to conflict with it. For terms not defined in this glossary, a
Texas statute (Government Code, § 311.011) provides that “Words and phrases
shall be read in context and construed according to the rules of grammar and
common usage.” |
|
Term |
Definition |
Directory Information |
Texas State has designated its directory information in Attachment I,
Item 5 of UPPS No. 01.04.31, Access to Student Records Pursuant to the Family
Educational Rights and Privacy Act of 1974. |
Non-directory information |
Any student information not meeting the criteria for
directory information as defined under Directory Information. |
Educational Records |
Records that are directly related to a student and are
maintained by Texas State, or a party acting for Texas State. |
External Requestor |
Any entity not meeting
the criteria of a University Official as defined below. |
Internal Requestor |
Any entity meeting the definition of a University Official,
as defined below. |
Information Owner |
The individual upon whom responsibility rests for carrying
out the function that is supported by or uses the resources. At Texas State,
the ownership role is normally assigned to the administrative head of the business
function most closely associated with the information. |
Personally- Identifiable Information |
Student information with personal identifiers or other
information that makes it possible to infer identities of individuals. |
Non-Personally- Identifiable Information |
Student information without personal identifiers. Examples
are summary reports, statistical information, and detailed records that do
not allow an individual’s identity to be inferred. |
Privacy |
A written request by an individual to withhold that
individual’s directory information from the public. |
Non-Privacy |
Absence of a written request by the individual to withhold
directory information from the public. |
Public information |
Information that is collected, assembled, or maintained
under a law or ordinance or in connection with the transaction of official
business by a governmental body or for a governmental body and the
governmental body owns the information or has a right of access to it (TPIA,
552.002). |
Non-Public information |
Any information excepted from release under the Texas
Public Information Act and as interpreted by subsequent Texas Attorney
General opinions. Examples include certain personnel information, information
related to litigation, certain law enforcement records, etc. For a complete
list of exceptions, see Subchapter C of the Texas Public Information Act,
under the publications and open government links at http://www.oag.state.tx.us/ |
Record |
Any information maintained in any medium, including
handwriting, video or audio tape, computers, film, print, microfilm, and
microfiche. |
Regulatory |
Any entity (or its agent) with statutory authority to
oversee or otherwise regulate the activities of Texas State. Examples include
the Texas Higher Education Coordinating Board, U.S. Department of Education,
Texas Building and Procurement Commission, The Texas State University System,
and U.S. Dept. of Justice. |
Non-Regulatory |
Any external entity not meeting the criteria for a
regulatory body as defined under Regulatory (Texas State affiliated
organizations are included here.). |
Requestor |
The entity ultimately utilizing the information provided. |
Student |
Any individual who is registered for the current or a
future semester by official registration methods and appears on a class
roster is considered in attendance and a student. |
Student Information |
Education records that are directly related to individuals
who registered for the current or a future semester by official registration
methods and appear on a class roster. Includes student information of alumni
who are not currently enrolled at Texas State. |
Non-Student information |
All information not meeting the criteria for Student Information. |
Texas State-Affiliated Requestors |
Any requestor affiliated with Texas State in a capacity
other than that of a University Official (see below) or not operating in a
legitimate educational interest. Examples include: Texas State registered
organizations, fraternities, sororities, and professional organizations. Such
entities must have the written consent of a University Official to obtain
access to non-public information. |
University Officials |
A person employed by Texas State or The Texas State
University System (TSUS) office in an administrative, supervisory, academic
or research, or support staff position (including law enforcement unit
personnel and health staff); a person or company with whom the university has
contracted (such as an attorney, auditor, or collection agent); a person serving
on the Board of Regents in The TSUS; 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 legitimate educational interest if the official needs to review an
education record in order to fulfill his or her professional responsibility.
Upon request, Texas State discloses education records without consent to
officials of another school in which a student seeks or intends to enroll. |