Transcript FERPA - Elon University

A FERPA Panel Discussion
STUDENT PRIVACY: WHAT YOU SHOULD KNOW
Panelists: Rodney L. Parks
University Registrar
Jana Lynn Patterson
Associate Vice President for Student Life
Dean of Student Health and Wellness
Jodean Schmiederer
Associate Dean of Students for Leadership and Honor Code
What is FERPA?
Stands for the Family Educational Rights
and Privacy Act of 1974
Law applies to postsecondary institutions
and K-12 schools
Governs
Disclosure of educational records
Access to records
Essence
Inspect and review educational records
Request the amendment of inaccurate
records
Consent to disclosure of personally
identifiable information contained in the
education record
File a complaint with the U.S.
Department of Education concerning
alleged failures of the institution to
comply with this law
Who must comply?
Any educational institution or
educational agency that receives funds
administered by the US Secretary of
Education
Who has FERPA rights?
FERPA rights begin when a “student” enrolls at a
postsecondary institution regardless of age
“Student” applies to all students – distance education
students, former students, graduated students, etc.
International students who come to study at Elon
University are covered by FERPA just as domestic
students. That means, in general, third parties can't
receive non-public or suppressed-public information
without written permission or a stated need to know in
order to perform assigned job duties.
How does Elon comply?
Annual notification to students
Explain FERPA information
How to change indicator
Maintain FERPA site
Provide training to students, staff, and
parents
Maintain disclosure indicator
What is Directory Information?
Directory information is information contained in an educational record of a student which would
not generally be considered harmful or an invasion of privacy if disclosed
Elon defines the following as Directory Information:
 Name
 Address
 Telephone Number
 Dates of attendance
 Previous institutions attended
 Major
 Awards
 Honors
 Degree (including dates)
 Past and present participation in officially recognized sports and activities
 Physical factors (height, weight of athletes)
 Date and place of birth
 Elon email address
What is Prior Consent for Release?
Students must provide a signed and dated written
consent before a school official may disclose
educational records or non-directory information
The consent must:
Specify records that may be disclosed
State the purpose of disclosure
Identify party or class of parties to whom disclosure
may be made
Exceptions to Prior Consent
Directory Information
School officials with a legitimate educational interest
Federal, state, and local authorities conducting an audit,
evaluation, or enforcement of “ED” programs
Organizations conducting studies on behalf of Elon
To accrediting organizations
To comply with judicial order or subpoena
In connection with financial aid
In a health or safety emergency
To parent/guardian if the student was:
responsible for violating our alcohol, drug, or academic
integrity policies and put on Official Warning or higher;
placed on disciplinary probation or preliminary suspension,
suspended, or removed from housing.
What is allowable?
Protecting or securing confidential information
Release student information to the student when his or her identity can be
positively identified – Elon email is allowed
Posting grades to Moodle
Handing students graded work directly to each student (making sure that
grades are not visible with identifier when returning student work)
Providing student information to school officials with a legitimate
education interest
Checking for student restriction
Understanding that directory information can be shared with 3rd parties
without student consent if the student does not have a restriction
Shredding unneeded confidential documents (i.e. personal notes and
emails about specific students)
What is NOT allowable?
Sharing directory information without a written release from a student
who has a restriction
Sharing information about students without consent
Emailing students any confidential information using accounts other than
Elon email
Posting confidential information to other websites, emails, addresses,
blogs, etc.
Releasing a student’s class schedule
Asking students in the class to hand back graded work to other students
Leaving graded student work in a public area
Posting grades using identifiable data
Sharing or discussing education records with colleagues unless a
legitimate educational interest exists
Throwing away education records
Questions?
Rodney Parks: [email protected] – x6670
Jana Lynn Patterson: [email protected] – x2875
Jodean Schmiederer: [email protected] –x5323
For further information about FERPA, contact the
Family Policy Compliance Office
US Department of Education
400 Maryland Ave. S.W.
Washington, DC 20202-5920
202-260-3887