FERPA in the Digital Age: What You Need to Know ECURE 10:30-12:00, October 12, 2001 Richard Rainsberger Coordinator, Admissions and Records Central Virginia Community College.
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FERPA in the Digital Age: What You Need to Know
ECURE 10:30-12:00, October 12, 2001 Richard Rainsberger Coordinator, Admissions and Records Central Virginia Community College 1
FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT OF 1974
"A FEDERAL LAW DESIGNED TO PROTECT THE PRIVACY OF
EDUCATION RECORDS
, TO ESTABLISH THE RIGHT OF STUDENTS TO INSPECT AND REVIEW THEIR
EDUCATION RECORDS
, AND TO PROVIDE GUIDELINES FOR THE CORRECTION OF INACCURATE AND MISLEADING DATA THROUGH INFORMAL AND FORMAL HEARINGS." ________________________________ DEFINITIONS OF TERMS FOR ADMISSIONS AND RECORDS. Washington, D.C.: AACRAO, 1980, p. 28.
2
FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT OF 1974
THIS ACT IS ENFORCED BY THE
FAMILY POLICY COMPLIANCE OFFICE
, U.S. DEPARTMENT OF EDUCATION, WASHINGTON, D.C.
3
The Authoritative Source
Family Policy Compliance Office Leroy Rooker, Director U.S. Dept. of Education 400 Maryland Ave., SW Washington,D.C. 20202-4605 (202) 260-9002 (fax) [email protected]
www.ed.gov/offices/OM/fpco.html
4
THE ESSENCE OF THE ACT
• COLLEGE STUDENTS MUST BE PERMITTED TO INSPECT THEIR OWN
EDUCATION RECORDS
.
•
SCHOOL OFFICIALS
MAY NOT DISCLOSE
PERSONALLY IDENTIFIABLE
INFORMATION ABOUT STUDENTS NOR PERMIT INSPECTION OF THEIR RECORDS WITHOUT WRITTEN PERMISSION UNLESS SUCH ACTION IS COVERED BY CERTAIN EXCEPTIONS PERMITTED BY THE ACT.
5
An Additional Corollary for the High Tech Age
Whether we are dealing with high-tech or low-tech education, we only have one education records law: 6
An Additional Corollary for the High Tech Age And… we do not change our policies simply because our educational delivery methods have changed.
7
KEY CONCEPTS
Required annual notification Written permission of student required to disclose The exceptions to written permission Student's right to access their records The "musts" and "mays" in FERPA Parents/parental disclosure Legitimate Educational Interest 8
KEY TERMS
Education Record Directory Information School Official Personally Identifiable Eligible Student 9
WHAT IS AN
EDUCATION RECORD
?
ANY RECORD, WITH CERTAIN EXCEPTIONS, MAINTAINED BY AN INSTITUTION THAT IS DIRECTLY RELATED TO A STUDENT OR STUDENTS. THIS RECORD CAN CONTAIN A STUDENT'S NAME, OR STUDENTS' NAMES OR INFORMATION FROM WHICH AN INDIVIDUAL STUDENT, OR STUDENTS, CAN BE
PERSONALLY (INDIVIDUALLY) IDENTIFIED
THESE RECORDS INCLUDE: FILES, DOCUMENTS, AND MATERIALS IN WHATEVER MEDIUM (HANDWRITING, PRINT, TAPES, DISKS, FILM, MICROFILM, MICROFICHE) WHICH CONTAIN INFORMATION DIRECTLY RELATED TO STUDENTS AND FROM WHICH STUDENTS CAN BE
PERSONALLY (INDIVIDUALLY) IDENTIFIED
.
10
“PERSONALLY IDENTIFIABLE”
" PERSONALLY IDENTIFIABLE "
MEANS DATA OR INFORMATION WHICH INCLUDES
:
(1) THE NAME OF THE STUDENT, THE STUDENT'S PARENT, OR OTHER FAMILY MEMBERS (2) THE STUDENT'S CAMPUS OR HOME ADDRESS; (3) A PERSONAL IDENTIFIER (SUCH AS A SOCIAL SECURITY NUMBER OR STUDENT NUMBER) (4) A LIST OF PERSONAL CHARACTERISTICS OR OTHER INFORMATION WHICH WOULD MAKE THE STUDENT'S IDENTITY EASILY TRACEABLE 11
Grades Posted on Bulletin Board outside of Instructor’s Office 2949 4532 5599 1197 7463 6115 7692 2342 1543 6748 Instructor Summary-Fall 1999-December 15, 1999 GradeBook-Unregistered Copy MKT 227 Fall 99 RgAvg% 100.00
93.8
84.5
83.1
71 72.6
66.2
66.9
68.1
62.9
61.8
A = 90.0
B = 80.0
ExtCr % 5.6
2.1
4.2
0.7
0.7
0.7
5.6
4.2
1.4
0.7
0.7
C = 70.0
D = 60.0
Grade A B B B C C C D D D 12
13
WHAT AN EDUCATION RECORD IS NOT!!
“SOLE POSSESSION” NOTES LAW ENFORCEMENT UNIT RECORDS RECORDS MAINTAINED EXCLUSIVELY FOR INDIVIDUALS IN THE THEIR CAPACITY AS EMPLOYEES RECORDS OF INDIVIDUALS WHO ARE EMPLOYED AS A RESULT OF THEIR STATUS AS STUDENTS (WORK STUDY) ARE EDUCATION RECORDS.
DOCTOR-PATIENT PRIVILEGE RECORDS ALUMNI RECORDS 14
WHAT IS AN
EDUCATION RECORD
? (SUMMARY)
IF YOU HAVE A RECORD THAT IS:
•
MAINTAINED BY YOUR INSTITUTION
•
PERSONALLY IDENTIFIABLE TO A STUDENT (DIRECTLY RELATED TO A STUDENT AND FROM WHICH A STUDENT CAN BE IDENTIFIED)
•
NOT ONE OF THE EXCLUDED CATEGORIES OF RECORDS…
IT IS SUBJECT TO FERPA
15
REQUIREMENTS FOR COMPLIANCE
DIRECTORY INFORMATION
• INFORMATION NOT NORMALLY CONSIDERED A VIOLATION OF A PERSON’S PRIVACY •STUDENTS MUST BE NOTIFIED OF THE ITEMS OF DIRECTORY INFORMATION.
•STUDENTS MUST BE GIVEN THE OPPORTUNITY TO REQUEST THAT DIRECTORY INFORMATION NOT BE RELEASED. THIS RIGHT OF NON-DISCLOSURE APPLIES TO DIRECTORY INFORMATION ONLY.
16
WHAT CAN DIRECTORY INFORMATION INCLUDE?
DIRECTORY INFORMATION
MAY
INCLUDE THE FOLLOWING STUDENT INFORMATION: STUDENT’S NAME ADDRESS TELEPHONE NUMBER DATE/PLACE OF BIRTH MAJOR FIELDS OF STUDY PARTICIPATION IN OFFICIALLY RECOGNIZED ACTIVITIES AND SPORTS HEIGHT/WEIGHT OF ATHLETIC TEAM MEMBERS DATES OF ATTENDANCE DEGREES AND AWARDS RECEIVED MOST RECENT EDUCATIONAL INSTITUTION ATTENDED OTHER SIMILAR INFORMATION AS DEFINED BY THE INSTITUTION THAT WOULD NOT NORMALLY BE CONSIDERED AN INVASION OF A STUDENT’S PRIVACY 17
WHAT CAN DIRECTORY INFORMATION INCLUDE?
DIRECTORY INFORMATION
MAY
INCLUDE THE FOLLOWING RECENT ADDITIONS TO STUDENT INFORMATION:
CLASS SCHEDULE
E-MAIL ADDRESS
CLASS ROSTERS
PHOTOGRAPHS
CLASS SCHEDULE
AND
CLASS ROSTERS
ARE CURRENTLY (2001) UNDER REVIEW AS TO WHETHER THEY WILL REMAIN DIRECTORY INFORMATION 18
WHAT CAN DIRECTORY INFORMATION INCLUDE?
DIRECTORY INFORMATION
CAN NEVER
STUDENT’S: INCLUDE A RACE GENDER SOCIAL SECURITY NUMBER GRADES GPA COUNTRY OF CITIZENSHIP RELIGION 19
DIRECTORY INFORMATION COLLEGE XXX STYLE
XXX COLLEGE HAS DESIGNATED
DIRECTORY INFORMATION
, ACCORDING TO THE FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT OF 1974 TO BE THE STUDENT’S: NAME LOCAL AND PERMANENT ADDRESS/ TELEPHONE NUMBER MAJOR FIELD OF STUDY PARTICIPATION IN OFFICIALLY RECOGNIZED ACTIVITIES/SPORTS WEIGHT AND HEIGHT OF MEMBERS OF ATHLETIC TEAMS DATES OF ATTENDANCE DEGREES AND AWARDS RECEIVED AND DATES MOST RECENT PREVIOUS EDUCATIONAL INSTITUTION ATTENDED ACADEMIC LEVEL ENROLLMENT STATUS (FT/PT) 20
DIRECTORY INFORMATION
It is important to remember that “directory information” be defined as such.
If a data element isn’t defined as “directory information” it isn’t directory information and can only be released if the student’s written permission is obtained or the release can be justified under one of the exceptions to students’ written permission found in FERPA.
21
“
School Officials
” A
“SCHOOL OFFICIAL”
CAN BE A PERSON: 1) EMPLOYED BY THE COLLEGE IN AN ADMINISTRATIVE, SUPERVISORY, ACADEMIC, RESEARCH, OR SUPPORT STAFF POSITION (INCLUDING LAW ENFORCEMENT AND HEALTH STAFF PERSONNEL), 2) ELECTED TO THE BOARD OF TRUSTEES, 3) OR COMPANY EMPLOYED BY OR UNDER CONTRACT TO THE COLLEGE TO PERFORM A SPECIAL TASK SUCH AS THE ATTORNEY, AUDITOR, OR COLLECTION AGENCY, 4) OR STUDENT SERVING ON AN OFFICIAL COMMITTEE, SUCH AS A DISCIPLINARY OR GRIEVANCE COMMITTEE, OR ASSISTING ANOTHER SCHOOL OFFICIAL IN PERFORMING HIS OR HER TASKS.
22
“LEGITIMATE EDUCATIONAL INTEREST”
THE DEMONSTRATED NEED TO KNOW BY THOSE OFFICIALS OF AN INSTITUTION WHO ACT IN THE STUDENT’S EDUCATIONAL INTEREST, INCLUDING FACULTY, ADMINISTRATION, CLERICAL AND PROFESSIONAL EMPLOYEES, AND OTHER PERSONS WHO MANAGE STUDENT RECORD INFORMATION.
ALTHOUGH FERPA DOES NOT DEFINE “LEGITIMATE EDUCATIONAL INTEREST,” IT STATES THAT INSTITUTIONS MUST SPECIFY THE CRITERIA FOR DETERMINING IT. 23
REQUIREMENTS FOR COMPLIANCE
WHAT WE MUST DO...
PROVIDE
ANNUAL NOTIFICATION
TO STUDENTS OF THEIR FERPA RIGHTS PROVIDE STUDENTS’
ACCESS
TO THEIR EDUCATION RECORDS 24
PROCEDURES AND STRATEGIES FOR COMPLIANCE
A. DISCLOSURE OF
EDUCATION RECORD
INFORMATION 1. INSTITUTIONS SHALL OBTAIN WRITTEN CONSENT FROM STUDENTS BEFORE DISCLOSING ANY
PERSONALLY IDENTIFIABLE INFORMATION
FROM THEIR
EDUCATION RECORDS
(WITH THE EXCEPTIONS AS NOTED IN SECTIONS 2 AND 3 BELOW). THE WRITTEN CONSENT MUST : a. SPECIFY THE RECORDS TO BE RELEASED b. STATE THE PURPOSE OF THE DISCLOSURE c. IDENTIFY THE PARTY OR PARTIES TO WHOM DISCLOSURE MAY BE MADE d. BE SIGNED AND DATED BY THE STUDENT.
25
PROCEDURES AND STRATEGIES FOR COMPLIANCE
A. DISCLOSURE OF
EDUCATION RECORD
INFORMATION 2. INSTITUTIONS
MUST
DISCLOSE EDUCATION RECORDS
WITHOUT WRITTEN CONSENT
OF STUDENTS TO THE FOLLOWING: a. STUDENTS WHO REQUEST THE INFORMATION FROM THEIR OWN RECORDS 26
PROCEDURES AND STRATEGIES FOR COMPLIANCE
A. DISCLOSURE OF
EDUCATION RECORD
INFORMATION 3. INSTITUTIONS
MAY
DISCLOSE EDUCATION RECORDS
WITHOUT WRITTEN CONSENT
OF STUDENTS TO THE FOLLOWING: a . AUTHORIZED REPRESENTATIVES OF THE FOLLOWING FOR AUDIT, EVALUATION, OR ENFORCEMENT OF FEDERAL AND STATE SUPPORTED PROGRAMS: COMPTROLLER GENERAL OF THE UNITED STATES THE SECRETARY OF THE UNITED STATES DEPARTMENT OF EDUCATION U.S. ATTORNEY GENERAL (LAW ENFORCEMENT ONLY) STATE EDUCATIONAL AUTHORITIES 27
PROCEDURES AND STRATEGIES FOR COMPLIANCE
A. DISCLOSURE OF
EDUCATION RECORD
INFORMATION 3. INSTITUTIONS
MAY
DISCLOSE EDUCATION RECORDS
WITHOUT WRITTEN CONSENT
OF STUDENTS TO THE FOLLOWING: b. PERSONNEL WITHIN THE INSTITUTION DETERMINED BY THE INSTITUTION TO HAVE A LEGITIMATE EDUCATIONAL INTEREST c. OFFICIALS OF OTHER INSTITUTIONS IN WHICH THE STUDENT SEEKS TO ENROLL, ON CONDITION THAT THE ISSUING INSTITUTION MAKES A REASONABLE ATTEMPT TO INFORM THE STUDENT OF THE DISCLOSURE 28
PROCEDURES AND STRATEGIES FOR COMPLIANCE
A. DISCLOSURE OF
EDUCATION RECORD
INFORMATION 3. INSTITUTIONS
MAY
DISCLOSE EDUCATION RECORDS
WITHOUT WRITTEN CONSENT
OF STUDENTS TO THE FOLLOWING: d . PERSONS OR ORGANIZATIONS PROVIDING TO THE STUDENT FINANCIAL AID, OR DETERMINING FINANCIAL AID DECISIONS e. ORGANIZATIONS CONDUCTING STUDIES TO DEVELOP, VALIDATE, AND ADMINISTER PREDICTIVE TESTS, TO ADMINISTER STUDENT AID PROGRAMS, OR TO IMPROVE INSTRUCTION 29
PROCEDURES AND STRATEGIES FOR COMPLIANCE
A. DISCLOSURE OF
EDUCATION RECORD
INFORMATION 3. INSTITUTIONS
MAY
DISCLOSE EDUCATION RECORDS
WITHOUT WRITTEN CONSENT
OF STUDENTS TO THE FOLLOWING: f. ACCREDITING ORGANIZATIONS CARRYING OUT THEIR ACCREDITING FUNCTIONS g. PARENTS OF A STUDENT WHO HAVE ESTABLISHED THAT STUDENT'S STATUS AS A DEPENDENT--IRS CODE OF 1986, SECTION 152 30
PROCEDURES AND STRATEGIES FOR COMPLIANCE
A. DISCLOSURE OF
EDUCATION RECORD
INFORMATION 3. INSTITUTIONS
MAY
DISCLOSE EDUCATION RECORDS
WITHOUT WRITTEN CONSENT
OF STUDENTS TO THE FOLLOWING: h. PERSONS IN COMPLIANCE WITH A JUDICIAL ORDER OR A LAWFULLY ISSUED SUBPOENA, PROVIDED THAT THE INSTITUTION FIRST MAKE A REASONABLE ATTEMPT .
TO NOTIFY THE STUDENT.
EXCEPTION:
IF THE SUBPOENA IS ISSUED FROM A FEDERAL GRAND JURY, OR FOR A LAW ENFORCEMENT PURPOSE, AND ORDERS THE INSTITUTION NOT TO NOTIFY THE STUDENT
.
31
PROCEDURES AND STRATEGIES FOR COMPLIANCE
A. DISCLOSURE OF
EDUCATION RECORD
INFORMATION 3. INSTITUTIONS
MAY
DISCLOSE EDUCATION RECORDS
WITHOUT WRITTEN CONSENT
OF STUDENTS TO THE FOLLOWING: i. A COURT IF THE STUDENT HAS INITIATED LEGAL ACTION AGAINST THE INSTITUTION OR THE INSTITUTION HAS INITIATED LEGAL ACTION AGAINST THE STUDENT 32
PROCEDURES AND STRATEGIES FOR COMPLIANCE
A. DISCLOSURE OF
EDUCATION RECORD
INFORMATION 3. INSTITUTIONS
MAY
DISCLOSE EDUCATION RECORDS
WITHOUT WRITTEN CONSENT
OF STUDENTS TO THE FOLLOWING: j. PERSONS IN AN EMERGENCY, IF THE KNOWLEDGE OF INFORMATION, IN FACT, IS
NECESSARY
TO PROTECT THE HEALTH OR SAFETY OF THE STUDENT OR OTHER PERSONS 33
PROCEDURES AND STRATEGIES FOR COMPLIANCE
A. DISCLOSURE OF
EDUCATION RECORD
INFORMATION 3. INSTITUTIONS
MAY
DISCLOSE EDUCATION RECORDS
WITHOUT WRITTEN CONSENT
OF STUDENTS TO THE FOLLOWING: k. AN ALLEGED VICTIM OF ANY CRIME OF VIOLENCE OF THE RESULTS OF ANY INSTITUTIONAL DISCIPLINARY PROCEEDING AGAINST THE ALLEGED PERPETRATOR OF THAT CRIME WITH RESPECT TO THAT CRIME 34
PROCEDURES AND STRATEGIES FOR COMPLIANCE
A. DISCLOSURE OF
EDUCATION RECORD
INFORMATION 3. INSTITUTIONS
MAY
DISCLOSE EDUCATION RECORDS
WITHOUT WRITTEN CONSENT
OF STUDENTS TO THE FOLLOWING: m. VETERANS ADMINISTRATION OFFICIALS IN RESPONSE TO REQUESTS RELATED TO VA PROGRAMS n. REPRESENTATIVES OF THE IMMIGRATION AND NATURALIZATION SERVICE FOR PURPOSES OF THE COORDINATED INTERAGENCY PARTNERSHIP REGULATING INTERNATIONAL (CIPRIS) 35
PROCEDURES AND STRATEGIES FOR COMPLIANCE
A. DISCLOSURE OF
EDUCATION RECORD
INFORMATION 3. INSTITUTIONS
MAY
DISCLOSE EDUCATION RECORDS
WITHOUT WRITTEN CONSENT
OF STUDENTS TO THE FOLLOWING: o. PARENTS OF A STUDENT UNDER THE AGE OF 21 REGARDING A VIOLATION OF ANY LAW, AT ANY LEVEL, OR INSTITUTIONAL POLICY OR RULE GOVERNING THE USE OF ALCOHOL OR A CONTROLLED SUBSTANCE DOES NOT SUPERSEDE ANY STATE LAW THAT PROHIBITS DISCLOSURE OF THIS INFORMATION.
36
PROCEDURES AND STRATEGIES FOR COMPLIANCE
A. DISCLOSURE OF
EDUCATION RECORD
INFORMATION 3. INSTITUTIONS
MAY
DISCLOSE EDUCATION RECORDS
WITHOUT WRITTEN CONSENT
OF STUDENTS TO THE FOLLOWING: p. THE PUBLIC REGARDING THE
FINAL RESULTS
OF AN INSTITUTIONAL DISCIPLINARY PROCEEDING AS LONG AS THE STUDENT HAS BEEN DETERMINED TO BE THE ALLEGED PERPETRATOR OF A CRIME OF VIOLENCE.OR NON-FORCIBLE SEX OFFENSE 37
What do the “
final results
”include?
Must include only: the name of the student, violation committed, and any sanction imposed by the institution against the student.
The institution may not disclose the name of any other student, including a victim or witness, without prior written consent of the other student.
38
What about Parents?
When a student reaches the age of 18 or begins attending a postsecondary institution regardless of age, FERPA rights transfer to the student.
Parents may obtain directory information only at the discretion of the institution.
Parents may obtain non-directory information (grades, gpa, etc.) only at the discretion of the institution AND after it has been determined that their child is legally their dependent.
Parents may also obtain non-directory information by obtaining a signed consent from their child.
39
PROCEDURES AND STRATEGIES FOR COMPLIANCE
B. RECORDS OF REQUESTS AND DISCLOSURES
1. ALL INSTITUTIONS ARE REQUIRED TO MAINTAIN RECORDS OF REQUESTS AND DISCLOSURES OF PERSONALLY IDENTIFIABLE INFORMATION a. THESE RECORDS WILL INCLUDE THE NAMES AND ADDRESSES OF THE REQUESTOR AND HIS/HER INDICATED INTEREST IN THE RECORDS .
40
PROCEDURES AND STRATEGIES FOR COMPLIANCE
2. RECORDS OF REQUESTS AND DISCLOSURES DO NOT HAVE TO BE KEPT FOR:
a. REQUESTS FROM STUDENTS FOR THEIR OWN USE b. DISCLOSURES IN RESPONSE TO WRITTEN REQUESTS FROM STUDENTS c. REQUESTS MADE BY SCHOOL OFFICIALS d. THOSE SPECIFIED AS DIRECTORY INFORMATION e. WHAT'S LEFT?
41
PROCEDURES AND STRATEGIES FOR COMPLIANCE
B. RECORDS OF REQUESTS AND DISCLOSURES
3. THESE RECORDS OF REQUESTS AND DISCLOSURES ARE PART OF THE STUDENT'S EDUCATION RECORDS AND MUST BE RETAINED AS LONG AS THE EDUCATION RECORDS TO WHICH THEY REFER ARE MAINTAINED BY THE INSTITUTION.
42
KEY CONCEPTS
Required annual notification Written permission of student required to disclose The exceptions to written permission Student's right to access their records The "musts" and "mays" in FERPA Parents/parental disclosure Legitimate Educational Interest 43
KEY TERMS
Education Record Directory Information School Official Personally Identifiable Eligible Student 44
Institutional FERPA Web Sites
University of Connecticut, Office of the Registrar
http://www.registrar.uconn.edu/ferpa.html
New York University, University Registrar
(as part of faculty handbook) http://www.nyu.edu/registrar/13faculty.shtml
Illinois State University
http://coe.ilstu.edu/portfolios/students/wjpearc/final%20project/fer pa1.htm
George Mason University, Office of the Registrar
http://registrar.gmu.edu/faculty_services/ http://registrar.gmu.edu/ferpafaqs.html
University of Nebraska at Omaha
http://www.ses.unomaha.edu/ppt/ferpa/ 45
Institutional FERPA Web Sites
University of Nebraska at Kearney, FERPA Quiz/Tutorial For Faculty and Staff
http://www.unk.edu/departments/registrar/home.html
University of Puget Sound, Office of the Registrar
http://www.ups.edu/registrar/
University System of Maryland, Student Information System Project
http://info.fmis.ums.edu/ferpaweb/ also www.aacrao.org (Resource Center) 46
Current Issues and FERPA
Faculty--->e-mail--->students
Posting grades
Distance Learning
E-signatures/digital signatures
PIN
E-mail transcript requests
Tracking/logging
Annual notification via the web
The Cyber Library
Outsourcing
47
To Contact Me…
Richard A. Rainsberger, Ph.D.
Director, Admissions and Records Central Virginia Community College 434-832-7630 48
Current Issues and FERPA
Faculty--->e-mail--->students
See Attachment A..
49
Current Issues and FERPA
Posting grades
50
51
Current Issues and FERPA
Distance Learning
We do not change our policies simply because our educational delivery methods have changed.
52
Current Issues and FERPA
E-signatures/digital signatures Electronic signature
—”An electronic sound, symbol, or process, attached to or logically associated with a contract or other record and executed or adopted by a person with the intent to sign the record.” §106 E-sign Act, 2000.
53
Current Issues and FERPA
E-signatures/digital signatures Digital Signatures Tutorial
http://www.abanet.org/scitech/ec/ isc/dsg-tutorial.html
See Attachment C.
54
Current Issues and FERPA
PIN
In lieu of written permission, a PIN can only be used by a student within a secure web-based system to authorize release of non directory information to him/herself.
55
Current Issues and FERPA
E-mail transcript requests
Written permission is required. Therefore, faxed signatures are OK. A “typed” name is not.
56
Current Issues and FERPA
01001100001100110011110001010 010 010101 011011001
Tracking/logging
When do those bits and bytes become personally identifiable to a student and become subject to FERPA?
57
Current Issues and FERPA
Tracking/logging
Rezmierski, Virginia and Nathaniel St. Clair, “
Identifying Where Technology Logging and Monitoring for Increased Security End and Violations of Personal Privacy and Student Records Begin: A Report to the Digital Government Program of the National Science Foundation
,”
2001.
58
Current Issues and FERPA
Annual notification via the web
Only if all students are required to have PCs and they have unrestricted access to the institution’s web page. 59
Current Issues and FERPA
The Cyber Library
See Attachment B.
60
Current Issues and FERPA
Outsourcing
61
Outsourcing
An institution's hiring of an agent to perform a process/task that the institution would normally perform itself on a continuing basis. 62
Subcontracting
An arrangement between the college and consultants for one-time projects. 63
By outsourcing, you are establishing an agency relationship:
Agent: An organization, company, or bureau that provides some service for another; a company having a franchise to represent another.
64
So What Does FERPA Say?
65
34 CFR 99 FERPA Regulations (Appendix 2 of AACRAO FERPA Guide)
§ 99.31 Under what conditions is prior consent (of a student) not required to disclose information?
66
§ 99.31 Under what conditions is prior consent not required to disclose information?
(a)An ... institution may disclose personally identifiable information from an education record of a student...if the disclosure meets one or more of the following conditions: (1)The disclosure is to other school officials whom the …institution has determined to have legitimate educational interests.
67
§ 99.33 What limitations apply to the redisclosure of information?
(a)(1) An ... institution may disclose personally identifiable information from an education record only on the condition that the party to whom the information is disclosed will not disclose the information to any other party without the prior consent of the student….
(e) If this Office (FPCO) determines that a third party improperly rediscloses personally identifiable information from education records ..., the ... institution may not allow that third party access to personally identifiable information from education records for at least five years.
68
§ 99.7 What must an educational … institution include in its annual notification ?
(a)(3)(iii) If the ... institution has a policy of disclosing education records under §99.31(a)(1), a specification of criteria for determining who constitutes a
school official
and what constitutes a
legitimate educational interest
(must be included in the annual notification).
69
Model Annual Notification of Rights under FERPA for Post Secondary Institutions
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are….
(3) The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.
One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff);
a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent);
a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.
A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility….
Available for download at www.ed.gov/offices/OM/fpco.html
70
And what does LeRoy say?
“…nothing in FERPA prevents an educational institution from contracting with a person or entity outside the institution to perform services
that the institution would otherwise provide for itself
.” (Letter from LeRoy Rooker to Daniel Boehmer, April 19,1993 found in McDonald, Steven J.,
The Family Educational Rights and Privacy Act: A Legal Compendium
, NACUA, 1999, pp. 221-223.) 71
Key FERPA Terms for Outsourcing
School Officials Legitimate Educational Interest Annual FERPA Notification to Students 72