MacCormac College FERPA Tutorial 1
What is FERPA? FERPA is an acronym for the Family Educational Rights and Privacy Act (also referred to as the Buckley Amendment) and is a federal law designed to: –Protect the privacy of student education records. –Establish the right of students to inspect and review their education records. –Provide guidelines for the correction of inaccurate and misleading information.
2
What is an Education Record? An Education Record is any record that can be personally identified to a student and is maintained by MacCormac College.
3
Inspect and Review
With respect to a student's right to inspect and review records, it is MacCormac College's responsibility to: –Comply with the request within 45 days –Make a copy of available records when failure to do so would effectively deny access –Refrain from destroying records if a request for access is pending Information that may NOT be reviewed by the student includes: –Parental financial information –Recommendation letters student's have already waived the right to review
Education Records Can Include: –Personal Information –Registration Records –Grade and GPA Information –Student Information System (SonisWeb) Education Records do NOT Include: –Sole possession notes –Records maintained by a law enforcement unit for a law enforcement purpose –Employment records where employment is not connected to student status –Medical records made and maintained for treatment purposes and released only to those providing treatment –Records containing information about a student after he or she is no longer a student STUDENT EDUCATION RECORDS ARE CONSIDERED CONFIDENTIAL AND MAY NOT BE RELEASED WITHOUT THE CONSENT OF THE STUDENT
4
Disclosure of Student Records
MacCormac College must obtain written consent from students before releasing personally identifiable information. This includes releasing information to parents and spouses. When is written release NOT necessary? –To school officials who have legitimate educational interest –In connection with financial aid –To accrediting organizations –To comply with a judicial order or subpoena –In a health or safety emergency
5
Restricting the Release of Directory Information
7
What is Legitimate Educational Interest?
If students wish for directory information to be withheld, they may fill out a confidentiality form.
A school official has legitimate educational interest in the protected education records if the official is:
If a confidentiality form has been submitted, the release of ALL information including directory information is restricted.
–Performing a task that is specified in the official's position description or contract agreement; related to a student's education; or related to the discipline of a student
In this instance MC cannot even verify enrollment. We may only respond with "I have no information on this person."
6
What is Directory Information
Directory information is information not generally considered harmful or an invasion of privacy if disclosed. MacCormac College Directory Information Includes: –Name –Email Address –Phone Number(s) –Address (it is recommended that parent addresses not be released without written consent from the parent) –Classification (Freshman, Junior, etc.)
–Providing a service or benefit relating to the student or student's family, such as health care, counseling, job placement, or financial aid –Maintaining the safety and security of the campus Legitimate educational interest does not include simply having a curiosity about the academic record or disciplinary proceedings with regard to a student without some legitimate academic reason All records of all students are not open to all faculty or staff at the College regardless of access Consult with the Office of the Registrar if you have any question about whether a legitimate educational interest exists in connection with a request for student data
–Major Field of Study –Dates of Attendance
8
–Degrees pursued –Enrollment status (full-time, half-time etc.) ***Actual number of credit hours is NOT Directory Information*** –Degrees received –Weight and height of members of athletic teams –Honors and awards received –Date of birth –Last school attended –Past and present participation in officially recognized sports –Academic standing (eligible to register) Directory Information Should Never Include –Race –Gender –Social Security Number –GPA or Grades
Who is a School Official?
School officials include: –An employee of the college in an administrative, supervisory, academic, research or support staff position –A trustee –An outside contractor such as an attorney or auditor acting as an agent for the college –Anyone assisting another school official in performing his or her tasks