FERPA+Adjunct+Orientation

HOME = = =FERPA Survival Guide =

= = 1. FERPA is an acronym for The Family Educational Rights and Privacy Act of 1974.

2. FERPA deals specifically with the education records of students, affording them certain rights with respect to those records.

3. “Education Records” are those that are (1) directly related to a student and (2) maintained by an institution or a party acting for the institution.

4. FERPA gives students the right to inspect their education records. Under FERPA, a student has the right to see records located in the Registrar’s Office, advisor’s file, or any other file that is maintained as an educational record.

5. FERPA gives students the right to request an amendment of education records.

6. FERPA gives students control over the disclosure of personally identifiable information contained in education records. a) To ensure compliance under FERPA, SU does not disclose to a third party (which includes students’ parents ) the following information. - Grades - GPA - Class rank - Total credits attempted or completed - Class schedule - Location on campus - Address (will only confirm) <span style="font-family: 'Verdana','sans-serif';">- Telephone (will only confirm) <span style="font-family: 'Verdana','sans-serif';">- Ethnicity <span style="font-family: 'Verdana','sans-serif';">- Gender

What about tests and papers?
<span style="font-family: 'Verdana','sans-serif';">Do NOT do the following:


 * <span style="font-family: 'Verdana','sans-serif';">Leave graded notebooks, projects and/or papers outside faculty offices for student pick up.
 * <span style="font-family: 'Verdana','sans-serif';">Place papers and tests in the student’s mailbox even if they are in envelopes. These mailboxes are open and are accessible to anyone. When you return papers, the most appropriate way to do so is in class, but do not place them on a table at the back of the room for pickup. At the end of the semester if students wish to have final papers or tests returned, the students can supply a stamped, self-address envelope for this purpose.
 * <span style="font-family: 'Verdana','sans-serif';">Send students their grades over email is not good practice even if you are using the university system. NEVER send a grade to an off campus email address. Faculty who use Blackboard have an easy way of students obtaining grades.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 90%;">** Let’s see how much you know. ** <span style="color: #0000ff; font-family: Verdana,Geneva,sans-serif; font-size: 120%;">** Please read the following case studies and decide whether they violate FERPA: **

<span style="font-family: 'Verdana','sans-serif';">1. A faculty advisor wants to know if it’s OK to provide the honor society’s overall GPA to the local newspaper.

<span style="font-family: 'Verdana','sans-serif';">2. The Student Financial Services office wants to know if it can post delinquent tuition notices on the University web site.

<span style="font-family: 'Verdana','sans-serif';">3. A department head wants to know if the photos of the department’s majors can be posted on the department’s web site and the bulletin board outside the department’s office.

<span style="font-family: 'Verdana','sans-serif';">4. An organization asks for a list of all students of a particular ethnicity in order to invite them to a new club meeting.

<span style="font-family: 'Verdana','sans-serif';">5. A parent calls a faculty member to ask about their son’s grades and class attendance.

<span style="color: #0000ff; font-family: Verdana,Geneva,sans-serif; font-size: 13pt;">** How did you do? Does the request violate FERPA ?**

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 10pt;">1. No. The aggregate GPA is not personally identifiable to any student; therefore, that information could be released.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 10pt;">2. Yes. Delinquent tuition notices are education records and would violate a student’s confidentiality if posted publicly.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 10pt;">3. No. Department majors’ photos fit the definition as education record unless the institution has defined them as directory information. In review of our student handbook on the Web, we do list photos as directory information.

<span style="font-family: 'Verdana','sans-serif'; font-size: 11pt;">4. <span style="font-family: Verdana,Geneva,sans-serif; font-size: 10pt;">Yes. The ethnicity of a student is confidential and does not fall under directory information that could be released. Ethnicity is included in an educational record.

<span style="font-family: Verdana,Geneva,sans-serif; font-size: 10pt;">5. YES. FACULTY ARE NOT ALLOWED TO DISCUSS GRADES, ATTENDANCE, ETC. WITH PARENTS. Here is the way to accomplish this. 1) Tell the parent that you are not allowed to discuss these things without the student’s consent. Ask if there is a FERPA form on file in the Registrar’s Office. (This form is valid until the student revokes the permission.) Please call our office to verify. 2) If one is not on file, ask the parent to come in with the student. Ask the student to sign the FERPA form. We can provide it, and it is also available on our web site.

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