FERPA and You

1
FERPA and You

• Family Educational Rights Privacy Act

2
Welcome to FERPA

• Take a look around your work area. What
  information do you have which may need to be
  handled in a secure way? For example
• Graded papers
• Student information displayed on your computer
  screen
• Class lists/reports with names and social
  security numbers
• Students schedules
• Grades

3
What is FERPA?

• FERPA (Family Educational Rights and Privacy
  Act) is a federal law that protects students.
  This law gives students the following rights.
• To inspect and review education records
• To seek amendment of education records
• To consent to the disclosure of education records
• To obtain a copy of the PS-30.
• To file a complaint with the Family Policy
  Compliance Office in Washington, D.C.

4
LSU Policy Statement 30Privacy Rights of
Students(Buckley Amendment)

• Using FERPA as its foundation, LSU PS-30 informs
  all concerned of the rights and prerogatives of
  students under FERPA, and outlines procedures for
  those students who wish to inspect and review
  their educational records.
• PS-30 is LSUs guide to implementing FERPA.
• PS-30 is available on LSUs Website at
• http//appl003.ocs.lsu.edu/ups.nsf/ByNumber?OpenVi
  ew

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Information Access

• We have access to a great deal of restricted
  information with the Universitys integrated
  databases. The consequences of how we handle, or
  mishandle, student information are significant.
  What student information can you disclose, and to
  whom, under the Family Educational Rights
  Privacy Act (FERPA)?
• This tutorial is designed to give you a base
  level of knowledge of the rules governing
  students rights and the release of student
  information.

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Educational Records

• Educational records are maintained by the
  University which directly relate to a student.
• A student is any individual for whom the
  University maintains an educational record the
  term does not extend to persons who apply for
  admission until they have actually been in
  attendance at the University.
• This means that with the exception of sole
  possession records, almost any student-related
  document is part of that students educational
  record. Also, student-related information
  displayed on a computer screen is considered part
  of the students educational record.
• There are, however, some records that are
  considered exceptions. These exceptions
  primarily relate to employment, security, and
  health records.

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Right to Inspect, Review, and Seek to Amend
Education Records

• Students must be granted access to review their
  education records. If students believe that any
  information in their records is inaccurate,
  misleading, or in violation of their privacy
  rights, they may request in writing that the
  office which maintains those records amend them.
  Access to records will ordinarily be provided
  within 24 hours of the students request.

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Right to Have Some Control Over the Disclosure of
Information from Education Records

• Directory information can be released without
  the written consent of the student. At LSU,
  directory information is defined as follows.
• Students name, local address, and telephone
  number
• Students home address
• Students E-mail Address
• Date/place of students birth
• Students major field of study/classification
• Students participation in officially recognized
  activities and sports weight and height of
  member of athletic teams
• Dates of students attendance
• Degrees, awards, and honors received by student
• The most recent previous educational institution
  attended by the student
• A Request to Prevent Disclosure of Information
  form is available in the Office of the University
  Registrar, Room 112, Thomas Boyd Hall.

9
The Right to Consent to the Disclosure of
Education Records

• Permission of students must be obtained before
  releasing non-directory information. Exceptions
  to this rule include releasing information to the
  following.
• To LSU officials and faculty who have a
  legitimate educational interest (need to know to
  fulfill official responsibilities)
• To other educational institutions in which the
  student seeks to enroll
• To certain federal and state educational
  authorities
• To institutions or organizations from which the
  student has received, or applied to for,
  financial aid
• To parents or guardians of students who are
  dependents for income tax purposes
• To accrediting agencies
• To organizations for use in developing,
  validating, or administering predictive tests,
  administering student aid programs, and improving
  instruction
• To courts of law in response to court order or
  subpoenas
• To the alleged victim of any crime of violence,
  the results of any disciplinary proceeding
  conducted by the University against the alleged
  perpetrator of that crime.

10
The Right to Obtain a Copy of the Universitys
Student Records Policy

• A copy of LSUs Policy Statement 30, Privacy
  Rights of Students, can be obtained at the Office
  of the University Registrar, Room 112, Thomas
  Boyd Hall.
• PS-30 is also available on the web at
  http//appl003.ocs.lsu.edu/ups.nsf/ByNumber?OpenVi
  ew

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The Right to File a Complaint with the Family
Policy Compliance Office in Washington, D.C.

• Students may file a complaint with the Family
  Policy Compliance Office in Washington, D.C.
• Students should contact the Office of the
  University Registrar for information related to
• filing a complaint.

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Student Records and Registration Database (SRR)
Security Screen

• In the event that a student has requested that
  LSU not release directory information, users of
  the SRR database will see a screen that looks
  like the one displayed on the screen that
  follows. In the event that a student has
  requested Directory Information restriction, one
  cannot even confirm that the individual attends
  LSU. No information regarding the student can be
  released. The directive of the student must be
  followed.
• The best response is to say, I am sorry, I dont
  have information on any such person.

13
The Buckley Hold Screen
14
Common Questions

• Question Can I include non-directory
  information in a letter of recommendation for a
  student?
• Answer Only if the student provides written
  permission for the individual writing the letter
  of recommendation to release such information.

15
Common Questions

• Question Can student grades be posted by
  Social Security or Name?
• Answer No. This can ONLY be done if each
  student provides written permission for the
  instructor to do so. Even with permission from
  the student, this is not recommended. A unique
  number assigned to each student would be a
  preferred method.

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Common Questions

• Question Can parents obtain information/records
  regarding their children?
• Answer Yes, if the children are dependents as
  defined by the IRS. Direct inquiries for
  childrens record are made to the Office of the
  University Registrar.

17
Common Questions

• Question Can you provide local or State Police
  with information about a students schedule?
• Answer No, student schedules are not directory
  information. Refer the law enforcement officer
  to the Office of the University Registrar or the
  LSU Police Department.

18
Common Questions

• Question If an unauthorized person retrieves
  information from a computer screen that was left
  unattended, is LSU responsible?
• Answer Yes, the medium in which information is
  held is unimportant. No information should be
  left accessible or unattended, including computer
  displays. ALWAYS electronically lock your
  computer when you leave your work area.

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Common Questions

• Question Your office maintains files on
  students. A student requests to review his file.
  Are you required to allow the student to review
  his file?
• Answer Yes, we are required by FERPA to allow
  students to review their educational records. We
  cannot remove any documents from files before
  students have an opportunity to review the files.

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A Few Highlights

• Check a students directory restriction before
  you answer questions.
• Students may release any information by providing
  a signed and dated release.
• Remember PS-30 can be found on the Web.
• Information viewed on a computer screen should be
  treated with the same confidentiality as paper
  records. Be sure to lock your computer screen
  when it will be unattended.

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Special Donts for Faculty

• To avoid violation of FERPA rules, DO NOT
• At any time use the entire Social Security Number
  of a student in a public posting of grades.
• Ever link the name of a student with that
  students social security number in any public
  manner.
• Leave graded tests in a stack for students to
  pick up by sorting through the papers of all
  students.
• Circulate a printed class list with student name
  and social security number or grades as an
  attendance roster.
• Discuss the progress of any student with anyone
  other than the student (including parents)
  without the consent of the student.
• Provide anyone with lists of students enrolled in
  your classes for any commercial purpose.
• Provide anyone with student schedules or assist
  anyone other than university employees in finding
  a student on campus.

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FERPA Summary

• As you can see, educational records are all
  around us. Each of us needs to do our part to
  keep this information secure and protect
  students rights.
• If there is any question regarding a request for
  education record information, it is always better
  to err on the conservative side and call the
  office that maintains the portion of the
  education record and ask for guidance.
• Should you ever have any questions regarding
  FERPA or PS-30, please contact the Office of the
  University Registrar (8-1690).