FERPA: Definitions

For the purposes of this policy, New England Conservatory uses the following definitions of terms:

Student: any person who attends or has attended the college division of New England Conservatory.

Education records: any record (in handwriting, printing, tapes, film, or other medium) maintained by New England Conservatory or an agent of New England Conservatory that is directly related to a student, except:

  • A personal record kept by a staff member, if it is kept in the personal possession of the individual who made the record, and information contained in the record has never been revealed or made available to any other person except the maker’s temporary substitute.
  • An employment record of an individual whose employment is not contingent on the fact that he or she is a student, provided the record is used only in relation to the individual’s employment.
  • Records maintained by any physician or other health care provider who is contracted by New England Conservatory to provide health care, if the records are used only for treatment of a student and made available only to those persons providing the treatment.
  • Alumni records that contain non-directory information about a student after he or she is no longer in attendance at New England Conservatory and the records do not relate to the person as a student.

Legitimate educational interest: A school official has a legitimate educational interest when the official needs to review an education record in order to fulfill his or her responsibility on behalf of New England Conservatory, such as when the official is performing a task that is specific in his or her job description or by a contract agreement or other official appointment; performing a task related to a student's education; performing a task related to the discipline of a student; or providing a service or benefit relating to the student or student's family, such as health care, counseling, job placement, or financial aid.

School official: a person employed by New England Conservatory in an administrative, supervisory, academic, research, or support staff position, including New England Conservatory security and student Health staff; individuals or entities with whom the New England Conservatory has contracted (e.g., an attorney or auditor, the State Council on Higher Education, the National Student Clearinghouse); individuals serving on the Board of Trustees; and students conducting New England Conservatory business (e.g., serving on official committees, working for New England Conservatory, or assisting another school official in performing his or her tasks).