University of Louisiana at Lafayette Advisor Training FERPA Certification

1
Welcome

• FERPA (Oops, can I say that?)
• Online CRLA Training Workshop
• The Learning Center
• The University of Louisiana at Lafayette

2
What is FERPA?

• Family Education Rights and Privacy Act of 1974.
• Federal law protecting privacy of student
  education records.
• Students have specific protected rights regarding
  release of education records.
• Law applies to all schools that receive funds
  under applicable program of U.S. Department of
  Education.

3
FERPA gives students the following rights
regarding educational records

• Right to access educational records kept by the
  school.
• Right to demand educational records be disclosed
  only with student consent.
• Right to amend educational records.
• Right to file complaints against the school for
  disclosing educational records in violation of
  FERPA.

4
What are Educational Records?

• Records directly related to the student either
  maintained by the school or by a party or
  organization acting on behalf of the school.
• According to FERPA, any record containing
  personally identifiable information that is
  directly related to the student is considered an
  educational record.

5
Educational Records Include

• Written documents (including student advising
  folders)
• Computer media
• Microfilm and microfiche
• Video or audio tapes or CDs
• Film
• Photographs
• Also, any records kept by the school in the form
  of student files, student system databases kept
  in storage devices such as servers, or recordings
  or broadcasts which may include student projects
  are considered educational records.

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Records not considered as educational records

• Private notes of individual staff or faculty (NOT
  kept in student advising folders)
• Campus police records
• Medical records
• Statistical data compilations that contain no
  mention of personally identifiable information
  about any specific student

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Two types of educational records

• Directory Information
• Non-directory Information

8
What is considered directory information?

• Some information in a students educational
  record is defined as
• directory information and can be disclosed by the
  school without
• written consent of the student.
• However, the student can exercise the option to
  restrict the release of directory information by
  submitting a formal request to the school to
  limit disclosure.
• Examples of directory information include
• Name
• Address
• Phone number and email address
• Dates of attendance
• Degree(s) awarded
• Enrollment status
• Major field of study

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What is considered non-directory information?

• Non-directory information can not be released to
  anyone, including parents of the student, without
  prior written consent of the student.
• Faculty and staff can access non-directory
  information only if they have a legitimate
  academic need to do so.
• Non-directory information may include
• Social security numbers
• Student identification number
• Race, ethnicity, and/or nationality
• Gender
• Transcripts grade reports

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Parents Rights under FERPA

• FERPA gives certain rights to parents
• regarding their childrens educational
• records
• Rights transfer to the student
• upon reaching 18 years of age or
• attending any school beyond the secondary level

11
When may a parent access a students educational
records?

• If student is claimed as a dependent for Federal
  income tax purposes
• Access is granted to both the parent who claims
  the student as well as the parent who is not
  claiming the student.
• If a student is not being claimed by either
  parent for Federal income tax purposes, the
  parent can have access only if the student is
  willing to release information.

12
FERPA Summary

• Institutions must have written permission from
  the student in order to release any information
  from a students educational record.
• Institutions may disclose directory information
  in the students educational record without the
  students consent.
• It is good policy for the institution to notify
  the student about such disclosure and to seek the
  written permission of the student to allow
  disclosure of any educational records including
  directory information.
• Institutions should give the student ample
  opportunity to submit a written request that the
  school refrain from disclosing directory
  information about them.

13
FERPA Summary

• Institutions must not disclose non-directory
  information about students without their written
  consent except in very limited circumstances.
• Institutions should notify students about their
  rights under FERPA through annual publications.
• When in doubt, it is always advisable to err on
  the side of caution and to not release student
  educational records without first fully notifying
  the student about the disclosure.
• The school should always seek a written consent
  from the student before disseminating educational
  records to third parties.

14
The Family Educational Rights and Privacy Act of
1974

• The Family Educational Rights and Privacy Act of
  1974
• http//www.ed.gov/policy/gen/guid/fpco/ferpa/index
  .html

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ULL FERPA

• UL Lafayettes statement and policy on FERPA and
  Student Privacy
• http//registrar.louisiana.edu/services-resources/
  student-privacy

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When in doubt.

• Dont give it out!
• If you have any questions on what information you
  can or cannot release, check with your department
  head or The Registrars Office.

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References

• http//registrar.louisiana.edu/services-resources/
  student-privacy
• http//www.ed.gov/policy/gen/guid/fpco/ferpa/index
  .html
• http//www.nacada.ksu.edu/Resources/FERPA-Overview
  .htm

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Take the Quiz!

• To receive credit for your CRLA certification
  requirements, please complete the quiz via the
  link below.
• Sign, print, and submit the completed form to
• The Learning Center Coordinator, Lee 204b
• FERPA QUIZ