Respond to a Student's Request to See Their Record

Export one student's complete record as a ZIP file when the student (or a parent) asks to inspect it under FERPA.

When a student, or the parent of a student under 18 in a program that serves minors, asks to see their record, Export Student Record gives you one ZIP file with everything your program keeps in TRIOPilot about that student. Share it the way your institution's FERPA policy says to; TRIOPilot never sends it to anyone.

How Long You Have

FERPA sets the deadline, not TRIOPilot. The regulation, 34 CFR 99.10(b), says your institution "shall comply with a request for access to records within a reasonable period of time, but not more than 45 days after it has received the request." Your institution's FERPA policy decides who receives requests, how the person proves who they are and how the record is shared. Follow it first.

Who Can Export a Record

Admins can always export a student's record. Advisors and assistants can when an admin turns on Export Students for their role on the Team tab (see Add a User or Advisor), and they also need Open Student Documents, because the ZIP holds the student's files. Observers and guests cannot.

Export the Record

Open the student's profile.
Choose the ... (More Actions) button next to Log Contact, then Export Student Record.
Choose Export. TRIOPilot reads the record, downloads the student's documents in your browser and saves one ZIP file named like Diaz, Ana Student Record 2026-10-12.zip.

It works on a phone too: on an iPhone the file goes to the Files app.

Every export is recorded in the Audit Log as Exported Student Record, with who exported it and when.

What the ZIP Holds

record.html: the whole record in one readable page, with each value shown as the profile shows it. Open it in any web browser. To give the student a PDF, print it and choose Save as PDF.
profile.csv: every field on the profile, by the name and value the profile shows.
data: a spreadsheet (CSV) and an exact data file (JSON) for each part of the record, with values as stored (codes included): the profile, every program year, applications and their answers, contacts and their notes, events attended, comments, text messages in both directions, bulk text deliveries, appointments, the document list, the change history, the Audit Log entries about the student, and deleted entries TRIOPilot keeps so they can be restored.
documents: the student's files, each named with the day it was uploaded.
manifest.csv: every file in the ZIP with its row count or size.

What Is Left Out

Other students. When an entry concerns several students, such as a group event, a bulk change or a merge, every other student's name and record number reads "Another student (withheld)". The list of students at an event and the event's own notes are left out for the same reason. FERPA lets a student see only the information about themself.
Sign-in details and links that grant access, such as an appointment's manage link.
Staff network addresses in the Audit Log, which are about staff, not the student.
Staff notifications, which are copies of the contacts, comments and appointments already in the record.

record.html ends with the full list.

If Something Goes Wrong

"Nothing was exported." TRIOPilot could not read part of the record, so it saved nothing rather than an incomplete copy. Try again; the error is recorded for TRIOPilot support.
A document is not in storage. The dialog names it and the ZIP lists it in missing-files.csv. Everything else is included. Email support@triopilot.com with the student and the file name.
"Larger than one download can carry." A record this large is rare. Use Report an Issue and TRIOPilot support will prepare it.

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