Education records are defined as records that are directly related to a student and maintained by the institution or a party acting on behalf of the institution.

The term "education records" does not include the following:

  • Sole-possession notes not accessible or revealed to any other individual.
  • Records maintained by a law enforcement unit of the educational institution that were created by that law enforcement unit for the purpose of law enforcement.
  • Employment records UNLESS employment is related to an individual’s status as a student (work study students or graduate assistants).
  • Records created or maintained by a physician, psychiatrist, psychologist or other recognized professional or paraprofessional used solely in connection with the provision of treatment to the student and not disclosed to anyone other than individuals providing such treatment.

University officials must demonstrate a legitimate educational interest in order to gain access to student education records and may only access student education records to fulfill the responsibilities of their official role with the university. Any university official who needs information about a student in the course of performing instructional, advisory or administrative duties for the University of Colorado Boulder has a legitimate educational interest.

CU Boulder defines university (or school) official as any faculty, administration, staff, student employees and other persons who work with and/or manage student records information. Included in this definition are contractors, consultants, volunteers and other outside providers used by CU Boulder, including the University of Colorado Foundation and the National Student Clearinghouse.