Faculty & Staff FERPA Training - Concordia University Texas
Faculty & Staff FERPA Training
Why Is This Important To Me? Federal Regulations: We Are Required to Observe We face increased demands for information Decentralized access expands the definition of school official Increasing concerns over student safety Because it is the right thing to do Faculty & Staff FERPA Training
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. Allows students to: To see information that the institution is keeping on the student To seek amendment to those records and, in certain cases, append a statement to the record To consent to disclosure of student’s records To file a complaint with the FERPA office Faculty & Staff FERPA Training
Student Educational Records – Where are they? Student records can be found in many places, stored in many different ways. They’re not just in the Registrar’s office any more!! They can be A computer printout in your office A class list on your desk In an email A computer display screen Notes taken during advising AND you are responsible for their security!! Faculty & Staff FERPA Training
Student Educational Records – What are they? All records that directly relate to a student and are maintained by an institution. Examples: Enrollment records Personal information Grades Schedules Notes that are shared and become part of student’s permanent record Faculty & Staff FERPA Training
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. (FERPA is a “protection of records” law, not a “confidentiality” law.) Law Enforcement Records – maintained solely for law enforcement purposes & revealed only to law enforcement agencies. Employment Records – of those whose employment is not contingent upon being a student. Faculty & Staff FERPA Training
What Education Records are not: Medical Records - created by a health care professional used only for the medical/health treatment of the student. Most information contained in Alumni Records (donations, etc). Classroom activity and homework that does not become part of the student’s permanent record (no grade) and contains no personally identifiable information. Faculty & Staff FERPA Training
When do FERPA rights begin for a student? When the student is “in attendance” as defined by the institution. For Concordia University Texas that means when the student has matriculated (officially registered) for the first time. Faculty & Staff FERPA Training
What information might need to be handled in a secure way? Any part of a student’s record that is not listed as “directory” information. Schedule Change forms Financial Information Social Security Numbers Transcripts Student information displayed on your computer screen Faculty & Staff FERPA Training Class Rosters Grades Student schedules Graded class assignments Emails
What information can be released? Directory Information (unless the student has placed a confidentiality hold on his/her record). Information that the student has given written consent to release. Information needed by Concordia employees who have a legitimate educational interest. Information needed by certain government agencies. Information needed in an emergency situation When in doubt – Don’t Give It Out! Forward all requests for student information to the Registrar’s Office! Faculty & Staff FERPA Training
What is “directory information”? It is information that can be released without the student’s written consent (unless they have placed a confidentiality hold on their record). Each institution of higher education, to some extent, can determine what information is classified as directory information. Faculty & Staff FERPA Training
Directory Information at Concordia University Texas includes: Name Address – local and email Local Telephone number Dates of Attendance Classification Major Field of Study Photograph Most Recent Previous Institution Attended Faculty & Staff FERPA Training Expected Date of Graduation Degrees and Awards Received Participation in Officially Recognized Activities Physical factors of athletes (height/weight)
Who can access Non-Directory Student Information? ONLY Concordia University Texas employees who have a legitimate educational interest What is “legitimate educational interest?” Any school employee who needs to review student education information to fulfill a responsibility as part of his or her contract. Faculty & Staff FERPA Training
Access to Non-Directory Student Information, cont. Also: 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. Faculty & Staff FERPA Training
Parents and Other Individuals Parents may obtain non-directory information (grades, GPA, etc.) if the student is a legal dependent (dependency should be verified). If the student is not a legal dependent, neither parents nor anyone else including sibling, relative, or spouse may obtain non-directory information unless Concordia has on file a signed consent form from the student (FERPA waiver form). Faculty & Staff FERPA Training
TAKE NOTE: Access to Student information via Banner or other computer software does not authorize unrestricted use of that information. (Just because you can, doesn’t mean you should!) Information on a computer should be treated with the same confidentiality as a paper copy. Curiosity is not a valid reason to view student information. Records should only be used in the context of official business. Faculty & Staff FERPA Training
IMPORTANT!!!! 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. Faculty & Staff FERPA Training
Record Disposal Records containing Social Security Numbers, grades or any nondirectory information about a student should be shredded, not just thrown in the garbage or recycling bin. Faculty & Staff FERPA Training
Special Hints for Faculty To Avoid FERPA Violations – Please: Do Not use the SSN/Student ID to post grades. Do Not leave graded tests in a stack for students to sort through. Do Not post grades in any way that can connect the grade with an individual student Do Not circulate a printed class list with the Student Name and SSN/Student ID. Faculty & Staff FERPA Training
Special Hints, continued . Do Not provide anyone with student schedules. Do Not provide anyone with lists of students enrolled in your classes. Do Not include confidential information (i.e. grades, #of credits) in a recommendation letter without the written consent of the student. Do Not send emails to non-ctx.edu email addresses DO send email only to students from your concordia.edu email account to their ctx.edu email account. Faculty & Staff FERPA Training
Why Comply with FERPA? It’s the Law. Failure to comply could result in the withholding of Federal Funds including Student Financial Aid. Lawsuits caused by violations cost time and . It is our ethical responsibility to secure student records in order to protect their privacy. Faculty & Staff FERPA Training
Faculty FERPA Training REMEMBER:
Thank you for your attention and cooperation in protecting the privacy of our students! If you have further questions, please contact the Registrar’s Office at 512 – 313 - 4641. Faculty & Staff FERPA Training
(FERPA is a "protection of records" law, not a "confidentiality" law.) Law Enforcement Records - maintained solely for law enforcement purposes & revealed only to law enforcement agencies. Employment Records - of those whose employment is not contingent upon being a student. Faculty & Staff FERPA Training
potential violation of FERPA. FERPA law requires annual notice of institutional FERPA policy. Policies and procedures provide documents for continued training and reference, especially in light of faculty and staff turnover. While FERPA law does not mandate training, it's obviously a good idea. OVERVIEW
FERPA transfer from the parents to the student, and he or she is known as an "eligible student" under FERPA. We will talk specifically about these rights as we get into this presentation. This means that the parents no longer have "rights" under FERPA, but there are provisions in FERPA that will permit a
FERPA violation is confirmed and ensure privacy related communications sent to students impacted by a FERPA violation include links to the FERPA website, Regulation FIU-108, Access to Student Education Records, and/or other applicable contact information. A log of FERPA requests and potential violations was created during the audit. The
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They will be happy to answer your questions or provide additional training. 1. As federal law, FERPA trumps Florida's open records lawsand as the University and many of our students rely on federal grants and financial aid, it is vital FSU comply with FERPA . Microsoft PowerPoint - FERPA Template - White 06-27-2017 Author: sehubbard
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