When Federal or State Law Enforcement Officials Seek Access to Records, Facilities, Employees, or Students

Guidance for Georgetown University Faculty and Staff


Georgetown regularly receives requests for student and employee information from external (non-Georgetown University Police Department) law enforcement officials in the normal course of business, e.g., for security clearances required for federal employment, or site visits to confirm international student visa information. Occasionally, outside law enforcement agencies may also call or come to campus in person seeking access to records, facilities, employees or students, when conducting investigations or enforcement actions.  

Following these guidelines will help maintain the safety and security of our campus environment, and ensure Georgetown responds appropriately to all requests.

Key Points:

  • The safety and security of our students, faculty, and staff will always be our top priority.
  • Georgetown must comply with the law, including by protecting student information as required by the Family Educational Rights and Privacy Act (FERPA).
  • Georgetown is committed to ensuring that any law enforcement actions on campus adhere to due process, including the requirement of a warrant or subpoena when necessary.
  • If you, as a faculty or staff member, receive communication or an in-person visit from external law enforcement officials requesting access to records, facilities, another employee, or a student, you should:  
    • Remain calm, and inform the official that Georgetown’s protocols require external officials to coordinate with Georgetown University Police Department (GUPD) or Capitol Campus Department of Public Safety (DPS) and the Office of General Counsel to review their request.
    • Ask the external official to wait for further guidance, and promptly contact GUPD and the Office of General Counsel at the numbers below:
      • GUPD: (202) 687-4343, or through the LiveSafe App / Village C West
      • Capitol Campus Department of Public Safety: (202) 662-9325
      • OGC: (202) 687-6457 / Healy Hall Suite 202
    • Always avoid taking any action to physically obstruct law enforcement officers.

Background:

FERPA protects the privacy of information contained in student education records. Information from those records may only be shared outside of the university with the written consent of the student, or under certain limited exceptions to FERPA’s consent requirement (e.g., in a health and safety emergency, or pursuant to a legally issued subpoena or court order, as determined by the University’s Office of General Counsel).  Georgetown also protects employee information consistent with University policy, and state and federal law.    

You should not, and have no responsibility to, provide information to a federal or state official requesting information immediately on a phone call or during an in-person visit. In almost all cases, the University has the right to a reasonable opportunity to review and respond to the request.

In addition, except in cases of emergency, external law enforcement generally needs a properly issued warrant, or the consent of the University, to enter non-public spaces at the University (e.g., areas the general public may not access, such as residence halls, buildings with GOCard access, classrooms, private offices, etc.).  To ensure proper legal process is followed, decisions to grant access should only be made in consultation with the Office of General Counsel.  

For Requests Received by Mail or Email:

The Office of General Counsel is available to advise you on issues regarding requests for student or employee information.  If you receive a subpoena or letter from a court or a federal or state agency requesting information about a student, faculty, or staff member:

  • Call the Office of General Counsel at 202-687-6457.
  • Scan the document and email a copy to the staff member you spoke to in the Office of General Counsel. Include in your email the date the document was received and how it was delivered.
  • The Office of General Counsel will review the documents and work with the appropriate university administrators to respond.

For Calls or In-Person Visits:

If you receive a call or in-person visit from a federal or state official or other individual who is delivering a subpoena or requesting to access records, facilities, or an employee or student, remain calm and inform the official that Georgetown’s protocols require external officials to coordinate with GUPD or Capitol Campus DPS and the Office of General Counsel to review their request.  You should not, and have no responsibility to, provide information immediately upon their request. 

  • If the official is attempting to deliver a subpoena:
    • Inform the official that only the Office of General Counsel is authorized to receive subpoenas on behalf of Georgetown and direct the individual to the Office of General Counsel, 202 Healy Hall, (202) 687-6457.
  • If the official is requesting information orally (by phone or in person) about a student or employee:
    • Ask the official to provide the request in writing (email is fine) on official agency letterhead to you. Let them know that someone will follow up after we have had a chance to review.
    • If possible, write down the official’s identifying information, including: Name, Badge Number, Title, Contact Information, Time of Visit/Call, Information they are seeking.
    • Contact the Office of General Counsel at (202) 687-6457 and send that information to a staff member in the Office. The Office of General Counsel will review the request and work with the appropriate administrators to determine how to respond.
  • If the official is on campus and requesting to access University records, facilities, or individuals:
    • Remain calm and inform the official that Georgetown’s protocols require external officials to coordinate with Georgetown University Police Department (GUPD) or Capitol Campus Department of Public Safety (DPS) and the Office of General Counsel to review their request.
    • Ask the external official to wait for further guidance, and promptly contact GUPD or Capitol Campus DPS and the Office of General Counsel at the numbers below:
      • GUPD: (202) 687-4343, or through the LiveSafe App / Village C West
      • Capitol Campus Department of Public Safety:  (202) 662-9325
      • OGC: (202) 687-6457 / Healy Hall Suite 202

Last Updated: 2.3.2025