FERPA: Family Educational Rights and Privacy Act - PowerPoint PPT Presentation

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FERPA: Family Educational Rights and Privacy Act

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Title: FERPA: Family Educational Rights and Privacy Act


1
FERPA Family Educational Rights and Privacy
Act

2
What 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.

3
FERPA is not
  • A law that only pertains to public institutions.
  • A law that is only applicable to offices that
    handle grades.

4
Rights 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.

5
What 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.

6
What 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.

7
What 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.

8
Why 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.

9
Who 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.

10
When 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.

11
What 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

12
What 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!

13
What 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.

14
Directory 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

15
Providing 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.

16
Who 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.

17
Who 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.

18
Access 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.

19
Access 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.

20
TAKE 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.

21
When in doubt dont give it
out!Forward all requests for student information
to the Registrars Office!
  • REMEMBER!

22
IMPORTANT!!!!
  • 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.

24
Special 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.

25
Special 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.

26
Thank 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.
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