FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT - PowerPoint PPT Presentation

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FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT

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Be informed of their FERPA rights. EDUCATION RECORDS ' ... will be advised and informed of the measures to be taken in ... BE INFORMED OF THEIR. FERPA RIGHTS ... – PowerPoint PPT presentation

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Title: FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT


1
FAMILY EDUCATIONAL RIGHTS AND PRIVACY
ACTFERPA
2
WHAT IS FERPA?
  • Family
  • Educational
  • Rights and
  • Privacy
  • Act of 1974 protects the privacy of student
    educational records.
  • FERPA applies to any higher education
    institution receiving federal funds administered
    by the Department of Education.

3
FERPA REGULATIONS
  • FERPA law and regulations are found at the
    following citations
  • U.S. Code 20 U.S.C 1232g
  • CFR 34 CFR Part 99
  • www.ed.gov (type in keyword FERPA)
  • Also see Policy Procedure 09-08-01

4
WHO IS PROTECTED UNDER FERPA?Students who are
currently enrolled in higher education
institutions or formerly enrolled, regardless of
their age or status in regard to parental
dependency. Students who have applied but have
not attended an institution do not have rights
under FERPA.
5
RIGHTS OF STUDENTS
  • Inspect and Review their Education Records
  • Exercise limited control over disclosure of
    Education Records information
  • Seek to correct their Education Records
  • Report violations of FERPA to the Department of
    Education
  • Be informed of their FERPA rights

6
EDUCATION RECORDS
  • Education Records generally include any
    records which contain information directly
    related to the student that is in the possession
    of the University. The records may be in printed
    form, handwritten, computer, magnetic tape,
    e-mail, film or some other medium.

7
WHAT IS NOT INCLUDED IN AN EDUCATION RECORD?
  • Records or notes in the sole possession of
    educational personnel not accessible to other
    personnel (i.e. contained in a faculty members
    notes)
  • Law enforcement or campus security records (Pitt
    Police records)
  • Records relating to individuals employment by
    the University (Work Study records ARE
    educational records)
  • Medical treatment records (made or maintained by
    a Physician, Psychiatrist, Psychologist or
    related paraprofessional)
  • Alumni records
  • Peer-graded papers

8
LIMITATIONS ON STUDENTS RIGHT TO INSPECT AND
REVIEW
  • Students may review their records by submitting a
    written request to the appropriate Record
    Custodian.
  • The Student is not permitted to inspect and
    review financial records of his/her parents.
  • 2. The Student is not permitted to inspect and
    review confidential letters and recommendations
    in their education record (if the student signed
    a waiver).
  • The items listed above are to be removed from
    the file prior to the students review of his/her
    education record.

9
LIMITATIONS ON STUDENTS RIGHT TO INSPECT AND
REVIEW
  • 3. Copies are not required unless it is
    unreasonable for the student to come in and
    inspect his/her records.
  • 4. The University is responsible to provide the
    students records for inspection no later than 45
    days after requested.

10
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11
WRITTEN CONSENT OF STUDENT
  • Voluntary written consent of Student to specific
    third parties. Document should be signed and
    dated by the Student and state the following
  • --Specific records to disclose
  • --Identity of party to whom disclosure is to be
    made
  • The consent will remain valid until the student
    requests that it be revoked.
  • Sample form at Policies Procedures page
    Procedure Exhibits.

12
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13
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14
HEALTH/SAFETY EXCEPTIONS
  • FERPA allows schools to make necessary
    disclosures without obtaining prior written
    consent in order to address emergencies.
  • If an institution determines that there is an
    articulable and significant threat to the health
    or safety of the student or other individuals and
    that a party needs personally identifiable
    information from education records to protect the
    health or safety of the student or other
    individuals, it may disclose that information to
    appropriate parties without consent.
  • This is a flexible standard under which the
    Department defers to school administrators so
    that they may bring appropriate resources to bear
    on the situation, provided that there is a
    rational basis for the .institutions decisions
    about the nature of the emergency and the
    appropriate parties to whom the information
    should be disclosed.

15
WHAT IS DIRECTORY INFORMATION?
  • The University may disclose information about a
    student without violating FERPA through what is
    known as directory information.
  • Annually the University is required to notify
    students in attendance of what information
    constitutes directory information. This notice
    must also provide procedures for students to
    restrict the University from releasing his/her
    directory information. This notice is provided in
    the annual Student Code of Conduct, on the
    Registrars website, in University Policy, and
    published in the student newspaper.

16
DIRECTORY INFORMATION
  • Students name
  • Students address
  • Telephone number
  • Place of Birth
  • Major field of study
  • Degrees and awards received
  • Previous educational institutions
  • Participation in officially recognized sports and
    activities
  • Weight and height for athletes
  • Dates of attendance
  • Electronic mail address
  • Students photograph

17
STUDENTS REFUSAL TO PERMIT RELEASE OF DIRECTORY
INFORMATION
  • Student can refuse to permit release of
    directory information by completing the form in
    the student paper or on the Registrars website
    or by forwarding the following statement to the
    University Registrars office at G-3 Thackeray
    Hall
  • I hereby request that no personal information
    included in my Directory Information be
    released. This request must be signed and dated
    by the student with his/her name, address and
    social security number.
  • Once this request is received at the Registrars
    office, no future disclosures will be made
    without the students written consent.
  • The refusal to permit release of Directory
    Information is permanent.
  • A student may rescind this action in-person or
    by submitting a notarized request in writing to
    the Office of the University Registrar.

18
RECORDKEEPING REQUIREMENT
  • The University is required to keep a record of
    each request for access and disclosure of
    personally identifiable information from the
    education record of each student.
  • This record must be maintained with the education
    record of each student as long as the education
    record is maintained.

19
FERPA AND INTERNATIONAL STUDENTS
  • International students have the same rights to
    inspect their records and request amendments.
  • International students consent to release of
    their records to certain governmental agencies on
    various forms.
  • Cooperate with the Department of Homeland
    Security.

20
RETENTION OF RECORDS
  • Refer to the General Record Retention Schedule
    listed on the Universitys Records Management web
    site http//www.library.pitt.edu/libraries/ar
    chives/records_management.htmlRetention for
    guidelines on the length of time required to
    retain student educational records.

21
RETENTION OF RECORDS
  • Refer to the Financial Record Retention Schedule
    listed on the Universitys Budget and
    Controllers website http//www.bc.pitt.edu/frs/
    FinancialRecordRetentionSchedule.htmlfor
    guidelines on the length of time required to
    retain financial records.

22
CORRECTING EDUCATION RECORDS
  • Students are permitted to inspect and review
    their Education Records, and to seek to change
    any part that they believe is inaccurate,
    misleading, or in violation of their privacy
    rights.
  • a. If the requested change falls within the
    individuals Academic Integrity Guidelines,
    then Academic Integrity Guidelines shall
    control the procedure to follow. FERPA gives
    the student the right to correct an
    inaccurately recorded grade, not to have the
    grade evaluated and changed.
  • b. If the requested change is not a violation
    of the Student or Faculty obligation, then the
    standard access and release of records will
    be followed (see University Policy and
    Procedure 09-08-01).

23
RIGHT TO REPORT VIOLATIONS TO THE U.S. DEPARTMENT
OF EDUCATION
  • Any complaint filed by a Student regarding a
    violation of their FERPA rights is investigated
    and processed by the Family Policy Compliance
    Office of the U.S. Department of Education. If a
    determination is made that the University is in
    violation, both the University and the Student
    will be advised and informed of the measures to
    be taken in order to come into compliance with
    the law.

24
STUDENTS RIGHT TO BE INFORMED OF THEIR FERPA
RIGHTS
  • The University is required to annually inform
    students of their FERPA rights. The
    notification must also indicate the location of
    the students records and the procedure to be
    followed to inspect and review their record.

25
Release of Student Educational RecordsUnder the
Family Educational Rights and Privacy Act
Requester Definition Ask to See ID Verify Need to Know Consult With General Counsel Obtain Written Permission from Student Explain Limits on Redisclosure Record Request Action Taken in Student File Misc.
The Student Requesting His or Her Own Records Any person who attends or has attended the University. Yes, Check ID. Have Student Sign and Date request form. N/A No, unless questions arise regarding the request. Yes, to the extent that the student is required to provide a signed request form. No. No. Student has NO right to view confidential letters or parents financial information in their education record.
Parent or Guardian Natural Parent, guardian or individual acting as parent in the parents absence. Check to see if student is a tax dependent of the parent. Check IRS tax form. You may. No, unless questions about legal custody, dependency No, if students dependency has been verified. Yes, if student is not a dependent. Exception for under 21 alcohol/drug violation or health/safety emergency. No. Only if request was denied. Check to see if Student is a tax dependent of the parent. Both parents have equal access even if divorced/separated unless court order states otherwise.
Faculty or Other School Official University administrator, academic or research employee. No, unless doubt as to the officials identity. Yes, even for an official verify their legitimate interest. No, unless questions about legitimate educational interest. Not necessary if official has legitimate educational Interest. Yes. Keep a record in the students file where the request was denied. Consult with supervisor or Registrar if doubt to legitimate interest. OGC can provide guidance.
Other Parties Seeking Information Media, courts, lawyers, educational authorities, govt. agencies, alleged victims of crimes of violence. Yes, if release of record turns on identity/role. Maybe. Yes. Maybe. Yes. Yes, unless written consent from student, directory info or subpoena that prohibits disclosure to student. Check whether student has requested non-disclosure of directory information. This will be reflected on PeopleSoft.
26
DECEASED STUDENTS
  • The privacy rights of an individual expires upon
    that individuals death. FERPA does not apply
    and it is the Universitys discretion to disclose
    any information of the deceased student.

27
FERPA Questions
  • If you have questions not addressed in this
    presentation, please contact the University
    Registrars Office at 4-7600 or the Office of
    General Counsel at 4-5674.
  • Also, see the Office of the University Registrar
    or the Office of General Counsel websites for
    further information.
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