Title: FERPA: Family Educational Rights and Privacy Act
1FERPA Family Educational Rights and Privacy
Act
2What is FERPA?
- It stands for the Family Educational Rights and
Privacy Act of 1974. - Also known as the Buckley Amendment.
- FERPA is enforced by the Family Policy Compliance
Office of the U.S. Department of Education.
3FERPA is not
- A law that only pertains to public institutions.
- A law that is only applicable to offices that
handle grades.
4Rights granted to Students by FERPA
- The right to inspect and review their own
education records. - The right to seek and amend education records.
- The right to have some control over the
disclosure of information from the education
records.
5What are Education Records?
- All records that directly relate to a student and
are maintained by an institution. - These records can be in any media form
handwritten, print, tape, film, electronic, etc.
6What Education Records are not
- Personal Notes kept by a faculty/staff member
if kept in the sole possession of the one who
made the record. (FERPA is a protection of
records law, not a confidentiality law.) -
- Law Enforcement Records maintained solely for
law enforcement purposes revealed only to law
enforcement agencies.
7What Education Records are not
- Employment Records of those whose employment is
not contingent upon being a student. - Medical Records - created by a health care
professional used only for the medical/health
treatment of the student. - Most information contained in Alumni Records
(donations, etc). - Classroom activity and homework that does not
become part of the students permanent record.
8Why Comply with FERPA?
- Its the Law.
- Failure to comply could result in the withholding
of Federal Funds including Student Financial Aid. - Lawsuits caused by violations cost time and .
- It is our ethical responsibility to hold student
records in confidence in order to protect their
privacy.
9Who is and is not covered under FERPA?
- Students who are or have been in attendance at a
postsecondary institution and for whom the
institution maintains education records are
covered under FERPA. - Applicants who are denied admission or who never
attend are not covered under FERPA.
10When do FERPA rights begin for a student?
- When the student is in attendance as defined by
the institution. - For Regent University that means when the student
has matriculated (officially registered) for the
first time.
11What information might need to be handled in a
secure way?
- Any part of a students record that is not
listed as directory information. - Registration forms
- Financial Information
- Social Security Numbers
- Transcripts
- Student information displayed on your computer
screen - Grades
- Student schedules
- Class assignments
- Class Rosters
12What information can be released?
- Directory Information (unless the student has
placed a confidentiality hold on his/her record). - Information that the student has given written
consent to release. - Information needed by employees who have a
legitimate educational interest. - Information needed by certain government
agencies. - Forward all requests for student information to
the Registrars Office!
13What is directory information?
- It is information that can be released without
the students written consent (unless they have
placed a confidentiality hold on their record). - Each college, to some extent, can determine what
information is classified as directory
information.
14Directory Information at Regent University
includes
- Name
- Address
- Telephone
- Date and Place of Birth
- Major Field of Study
- Dates of Attendance
- Degrees and Awards Received
- Most Recent Previous Institution Attended
- Photograph
- Participation in Officially Recognized Activities
- E-mail Address
15Providing Directory Information
- In order to protect the privacy of our students,
Regent University generally does not provide
lists of directory information to outside
parties. - Please forward all requests for information to
the Registrars Office.
16Who can access Non-Directory Student Information?
- ONLY Regent University employees who have a
legitimate educational interest.
- Legitimate Educational Interest A school
officials need to review student education
information to fulfill a responsibility as part - of his or her contract.
17Who else can access Non-Directory Student
Information?
- FIRST, Remember to forward all requests for
student information to the Registrars Office! - Financial Aid Lenders.
- Agents of the court when the college has been
issued a subpoena or court order.
18Access to Non-Directory Student Information, cont.
- Certain State Federal Agencies.
- Appropriate individuals in an emergency in order
to protect the health safety of the student or
other persons. - Under the Solomon Amendment military
recruiters.
19Access to Non-Directory Student Information, cont.
- Parents may not obtain non-directory information
(grades, GPA, etc.) unless the child is a legal
dependent (not usually an issue at the graduate
level). - No one, including parents, may obtain
non-directory information unless Regent obtains a
signed consent from the student.
20TAKE NOTE
- Access to Student information via Genisys or
other computer software does not authorize
unrestricted use of that information. - Information on a computer should be treated with
the same confidentiality as a paper copy. - Curiosity is not a valid reason to view student
information. - Records should only be used in the context of
official business.
21When in doubt dont give it
out!Forward all requests for student information
to the Registrars Office!
22IMPORTANT!!!!
- Do not leave confidential information displayed
on an unattended computer. - Cover or put away papers that contain
confidential information if you are going to step
away from your desk.
23 Record Disposal
- Records containing Social Security Numbers,
grades or any non-directory information about a
student should be shredded, not just thrown in
the garbage.
24Special Hints for Faculty
To Avoid FERPA Violations Please
- Do Not use the SSN/Student ID to post grades.
- Do Not leave graded tests in a stack for students
tosort through. - Do Not circulate a printed class list with the
Student Name and SSN/Student ID.
25Special Hints, continued .
To Avoid FERPA Violations Please
- Do Not provide anyone with student schedules.
- Do Not provide anyone with lists of students
enrolled in your classes. - Do Not include confidential information (i.e.
grades, of credits) in a recommendation letter
without the written consent of the student.
26Thank you for your attention and cooperation in
protecting the privacy of our students!
- If you have further questions, please contact the
Registrars Office at 757-226-4094.