The Cal Lutheran Family and FERPA

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The Cal Lutheran Family and FERPA

• New Student Orientation
• 2008

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What is FERPA?

• Family Educational Rights and Privacy Act (1974)
• Also known as the Buckley Amendment
• Federal Law which prohibits universities from
  disclosing student educational records/
  information to anyone but the student.
• In GENERAL, CLU must have written permission from
  the student before releasing information from the
  students record.
• No one is exempt from the rules of FERPA.

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Why this presentation?

• To provide an opportunity to discuss policies
• To educate families on protecting their students
  privacy.
• To explain how families can receive the
  information they need.

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FERPA gives students 5 rights

• The right to inspect and review educational
  records.
• The right to seek the amendment of educational
  records.
• The right to consent to the disclosure of
  educational records.
• The right to obtain a copy of CLUs FERPA policy.
• The right to file a complaint with the FERPA
  Office in Washington D.C.

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What is an Educational Record?

• Any information that is maintained by an
  institution which directly relates to a student.

• Educational Records Include
• Demographic Information
• Admissions Records
• Grades
• Class Schedules Printed Class Lists
• Graded Test Papers
• Attendance to Classes
• Judicial Outcomes
• Room Assignments

• Educational Records Do Not Include
• Records of public safety office which are
  maintained for law enforcement purposes.
• General Directory Information
• NCAA Statistics

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Wait a minuteIm paying for this?

• Family Rights
• When a student reaches the age of 18 OR begins
  attending a postsecondary institution regardless
  of age, FERPA rights transfer to the student.
  Therefore, families may only obtain educational
  records information under the following
  circumstances
• The families provided documentation certifying
  that the student is a legal dependant, 25 years
  or younger. OR
• The student signs a consent form.

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FERPA Academic Affairs

• A standardized form is not available for the
  release of academic information.
• Although academics are the sole responsibility of
  the student, we are happy to work with family
  members to best serve the needs of the student.
• Faculty cannot distribute student information
  regarding academic progress, attendance and
  grades.

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FERPA Residence Life

• A customized form is available for the release of
  residential information. The Residence Life
  office is prohibited from releasing information
  regarding
• Room Assignments
• Personal Information
• Phone Numbers
• Roommate Conflicts
• A student Resident Advisor is a CLU employee and
  must also adhere to FERPA.

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FERPA Judicial Affairs

• The office of Judicial Affairs cannot release
  information to family regarding
• Incident Reports
• Outcomes of Judicial Hearings
• Sanctions assigned as a result of a violation
• In a situation where the students health,
  safety, or well being has been compromised,
  Judicial Affairs has the right to inform
  families.
• These situations include
• 2nd alcohol violation for a student under 21.
• 1st drug violation for a student under 21.
• Violation of policy that compromised the health
  and safety of the student or others.

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FERPA Peer Advisors

• Peer Advisors have limited information about
  students, as they are not considered university
  employees and therefore are only given access to
  necessary information for their role on campus.
• In general, Peer Advisors will only share general
  information about the university and general
  student situations, rather than the specifics of
  an incident involving your student.

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FERPA the Student Accounts/ Financial Aid Office

• A standardized form is available for the release
  of account and financial aid information.
• The Student Accounts office and Financial Aid
  office will not release information without a
  signed form and strongly encourage the students
  to do so.

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FERPA HIPAA

• Students may sign a Release of Information form
  that will allow Health Services to speak with
  families regarding their health care. The form
  is available at Health Services.
• Due to patient privacy laws and HIPAA, Health
  Services are not able to give information about
  whether your students made an appointment.
• They are unable to discuss your students visit
  or health problems with anyone, including
  families, without the students consent.

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What is my student learning about FERPA?

• Students are being asked to review and sign the
  Student Account Release of Information Form.
• They are learning of their rights under FERPA.
• They are being asked to initiate a conversation
  with their families about the dissemination of
  information.
• Students are being given a form to sign for
  Student Accounts and Financial Aid.

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Dont forget these important ideas!

• Dont forget that you can call us to inform us of
  your concerns.
• This is a great conversation to start with your
  students.
• If the student requests that no information is
  released, than NO Information will.

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Questions

• About FERPA
• http//www.ed.gov/policy/gen/guid/fpco/ferpa/index
  .html
• Questions regarding FERPA at CLU
• http//www.callutheran.edu/registrar/
• Questions concerning individual offices should be
  addressed to those respected offices.

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Whats Up Next?

• 200-250 pm Family Session
• Stay in your seats
• 300-430 pm Freshman Families
• Meet Your Students Mentor
• Proceed to the assigned room found in your
  schedule booklet
• 300-430 pm Transfer Families
• CLU Transfer 201 and Transfer Family Connection
• Lundring Event Center