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FERPA Training Seminar

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It stands for the Family Educational Rights and Privacy Act of 1974. ... Students have the right to file a complaint with The U.S. Dept. of Education if ... – PowerPoint PPT presentation

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Title: FERPA Training Seminar


1
FERPA Training Seminar
The Mystery of FERPA
  • Hardin-Simmons University
  • As adapted from a presentation by
  • Cheryl Fisk, Assistant Registrar
  • Crown College

2
FERPA
FERPA
FERPA
WHAT IS FERPA?
3
FERPA is not
  • A disease that only Registrar Office workers get.
  • A law that only pertains to public institutions.
  • Only applicable to offices that handle grades.

4
What is FERPA?
  • It stands for the Family Educational Rights and
    Privacy Act of 1974.
  • Also known as the Buckley Amendment.
  • FERPA is enforced by the Family Policy Compliance
    Office of the U.S. Department of Education.

5
Why Comply with FERPA?
  • Its the Law.
  • Failure to comply could result in the withholding
    of Federal Funds including Student Financial Aid.
  • Lawsuits caused by violations cost time and .

6
Rights granted to Students by FERPA
  • The right to inspect and review their own
    education records.
  • The right to seek to have those records amended.
  • The right to have some control over the
    disclosure of information from the records.

7
Who is and is not covered under FERPA?
  • Students who are or have been in attendance at a
    postsecondary institution are covered under
    FERPA.
  • Applicants who are denied admission or who never
    attend are not covered under FERPA.

8
When do FERPA rights begin for a student?
  • When the student is in attendance as defined by
    the institution.
  • For Hardin-Simmons University that means when
    the student has matriculated (officially
    registered) for the first time.

9
What are Education Records?
  • All records that directly relate to a student and
    are maintained by an institution.
  • These records can be in any media form
    handwritten, print, type, film, electronic, etc.

10
What information might need to be handled in a
secure way?
  • Registration forms
  • Transcripts
  • Student information displayed on your computer
    screen
  • Grades
  • Student schedules
  • Class assignments
  • Class Rosters
  • Any paper with the students ID on it.

11
What Education Records are not
  • Personal Notes kept by a faculty/staff member
    if kept in the sole possession of the one who
    made the record.
  • Law Enforcement Records maintained solely for
    law enforcement purposes revealed only to law
    enforcement agencies.

12
What Education Records are not? cont
  • Employment Records of those whose employment is
    not contingent upon being a student.
  • Medical Records - created by a health care
    professional used only for the medical/health
    treatment of the student.
  • Most information contained Alumni Records
    (donations, etc).

13
What information can be released?
  • Directory Information
  • Information that the student has given written
    consent to release.
  • Information needed by employees who have a
    legitimate educational interest.
  • Information needed by certain government
    agencies.

14
What is directory information?
  • It is information that can be released without
    the students written consent.
  • Each college, to some extent, can determine what
    information is classified as directory
    information.

15
Directory Information at Hardin-Simmons
University includes
  • Name
  • Address (home campus)
  • Telephone (home campus)
  • Dates of Attendance
  • Classification (Fr, So, Jr, or Sr)
  • Previous institutions attended
  • Major field

16
Directory Information - continued
  • Awards
  • Honors (including honors lists)
  • Degree (s) conferred (including dates and any
    graduation honors)
  • Past present participation in officially
    recognized sports and activities
  • Physical factors (height weight of athletes)
  • Note It does not include e-mail at present

17
Student (and former student) Rights under FERPA
  • Students have a right to know where education
    records are kept.
  • Students have a right to inspect their education
    records.

18
Student (and former student) Rights under FERPA
  • Students have the right to have records amended
    if necessary.
  • Students have the right to file a complaint with
    The U.S. Dept. of Education if they feel their
    rights are being violated.

19
Students Rights cont.
  • Students have the right to expect that their
    education records are kept confidential except
    where special provisions are made.
  • Students have the right to suppress the
    disclosure of directory information to outside
    agencies.

Our lips are sealed
20
Who can access Student Information?
  • Hardin-Simmons University employees who have a
    legitimate educational interest.
  • Legitimate Education Interest A school
    officials need to review student education
    information to fulfill a responsibility as part
    of his or her contract.

21
Who can access Student Information?
  • Financial Aid Lenders.
  • Agents of the court when the college has been
    issued a subpoena or court order.

22
Access to Student Information cont.
  • Certain State Federal Agencies.
  • Appropriate individuals in an emergency in order
    to protect the health safety of the student or
    other persons.
  • Under the Solomon Amendment military
    recruiters.

23
Parents Rights
  • Parents may obtain directory information.
  • Parents may obtain non-directory information
    (grades, GPA, etc.) if the child is a legal
    dependent and at the discretion of the
    institution.
  • Parents may obtain non-directory information by
    obtaining a signed consent from their child.

24
TAKE NOTE
  • Access to Student information via Colleague or
    other computer software does not authorize
    unrestricted use of that information.
  • Curiosity is not a valid reason to view student
    information.
  • Records should only be used in the context of
    official business.

25
MORE Important Info
  • When in doubt dont give it out.
  • Refer requests for student academic information
    to the Registrars Office.
  • Information about a student can be released with
    a signed consent from the student.
  • Information on a computer should be treated with
    the same confidentiality as a paper copy.

26
More, more important info
  • Do not leave confidential information displayed
    on an unattended computer.
  • Cover or put away papers that contain
    confidential information if you are going to step
    away from your desk.

27
Record Disposal
  • Records containing Social Security Numbers or
    grades should be shredded, not just thrown in the
    garbage.

28
Special Hints for Faculty
To Avoid FERPA Violations Please Do Not
  • Use the SSN/Student ID to post grades.
  • Leave graded tests in a stack for students to
    sort through.
  • Circulate a printed class list with the Student
    Name and SSN/Student ID.

29
Special Hints Continued .
To Avoid FERPA Violations Please Do Not
  • Provide anyone with student schedules.
  • Provide anyone with lists of students enrolled in
    your classes.
  • Include confidential information (i.e. grades,
    of credits) in a recommendation letter without
    the written consent of the student.

30
You have been FERPA-ized!
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