Ferpa On Line Web Presentation


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This is an overview of Ferpa presented by Larry Johnson

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  • Ferpa On Line Web Presentation

    2. 2. FERPA <ul><li>This presentation provides an overview of those sections of FERPA deemed most applicable to Rider’s faculty and staff. It is not intended to provide a comprehensive overview of the law. Questions related to student records should be referred to: </li></ul><ul><ul><li>the Dean of Students office </li></ul></ul><ul><ul><li>Mike Spicer, University Counsel </li></ul></ul><ul><ul><li>Jim Castagnera, Associate University Counsel </li></ul></ul>
    3. 3. FERPA
    4. 4. FERPA-Educational Records Defined: <ul><li>The term ''educational records'' means, with some exceptions (which will be identified later), any : </li></ul><ul><ul><ul><li>record, file, document </li></ul></ul></ul><ul><ul><ul><li>audio/video record, film, microfilm </li></ul></ul></ul><ul><ul><ul><li>computer record, academic/financial record </li></ul></ul></ul><ul><ul><ul><li>personal notes in student file, etc. </li></ul></ul></ul><ul><li>of a student currently or previously in attendance at Rider that… </li></ul><ul><li>34 CFR 99.3 </li></ul>
    5. 5. FERPA-Educational Records Defined: <ul><li>…contains information directly related </li></ul><ul><li>to a student, and </li></ul><ul><li>is maintained by the university. </li></ul>
    6. 6. FERPA-Educational Records Defined: <ul><li>NOTE: Records in your possession as employees of Rider are considered “maintained” by the university and cannot be removed from a file once requested by a student or subpoena. </li></ul><ul><li>Best Practice : </li></ul><ul><ul><li>be aware of what you have placed in student files because they could be subject to a subpoena </li></ul></ul><ul><ul><li>clean out records no longer needed </li></ul></ul>
    7. 7. FERPA-Student Rights <ul><li>Under FERPA, Rider must afford the following four major rights </li></ul><ul><li>to students in attendance, regardless of their age: </li></ul><ul><li>the right to inspect and review their educational records </li></ul><ul><li>an opportunity to have their records amended when appropriate </li></ul><ul><li>some control over the disclosure of information from the records </li></ul><ul><li>the right to file a complaint with the Secretary of Education’s Family </li></ul><ul><li>Policy Compliance Office (FPCO) if Rider fails to comply with FERPA </li></ul><ul><li>Family Policy Compliance Office (FPCO) Home Page </li></ul>
    8. 8. FERPA: Inspection and Review of Records: <ul><li>FERPA requires: </li></ul><ul><li>that Rider provide students with an opportunity to inspect and review their educational records; </li></ul><ul><li>that Rider not destroy records after a request or subpoena to review or access records; </li></ul><ul><ul><li>that names or other personally identifiable information about other students included in a particular student’s educational records be redacted . </li></ul></ul><ul><li>34 CFR 99.10 </li></ul>
    9. 9. FERPA: Amendment of Education Records <ul><li>FERPA does not require consideration of requests for amendment that: </li></ul><ul><ul><li>seek to change a grade or disciplinary decision; </li></ul></ul><ul><ul><li>seek to change the opinions or reflections of a school official or other person contained in an education record </li></ul></ul><ul><li>Family Policy Compliance Office (FPCO) Home Page (For Parents) </li></ul><ul><li>NOTE : These rights to amend apply to the permanent records of students and not to records subject to change as a result of their use in daily operational procedures such as: </li></ul><ul><ul><ul><li>Personal notes </li></ul></ul></ul><ul><ul><ul><li>Grade calculations </li></ul></ul></ul><ul><ul><ul><li>“ Scratch sheets” </li></ul></ul></ul>
    10. 10. FERPA-Disclosure of Educational Records: <ul><li>Rider is required by FERPA (with some exceptions discussed below) to </li></ul><ul><li>obtain a student's consent prior to the disclosure of educational records; </li></ul><ul><li>and </li></ul><ul><li>ensure that the consent is signed, dated and states the purpose of the disclosure. </li></ul><ul><li>34 CFR 99.30 </li></ul>
    11. 11. FERPA: Disclosure of Educational Records: <ul><li>Impermissible disclosure of educational records without student consent includes: </li></ul><ul><li>publicizing private information from a student’s file </li></ul><ul><ul><li>verbally. i.e. through discussion with others </li></ul></ul><ul><ul><li>by leaving information visible in offices, printers or computer screens </li></ul></ul><ul><ul><li>publicizing information obtained from other computers or reports </li></ul></ul><ul><li>Best Practice : Destroy records by shredding or placing in incineration bins when no longer needed. </li></ul>
    12. 12. FERPA: Disclosure of Educational Records: <ul><li>What is permitted: </li></ul><ul><ul><li>emailing information from a student’s educational records to the student at her Rider email address </li></ul></ul><ul><ul><li>Student workers’ access (assuming that they have been trained and a signed confidentiality agreement is in place) </li></ul></ul>
    13. 13. FERPA: Exceptions to Consent Requirement: <ul><li>Rider may , without a student’s consent , disclose educational records to other school officials with verifiable legitimate interests, such as: </li></ul><ul><ul><ul><li>administrators </li></ul></ul></ul><ul><ul><ul><li>teachers </li></ul></ul></ul><ul><ul><ul><li>support staff </li></ul></ul></ul><ul><ul><ul><li>contracted personnel or volunteers under Rider’s direct control </li></ul></ul></ul><ul><li>BEST PRACTICE: In the wake of Virginia Tech, Rider and other colleges and universities are encouraging the sharing, among University personnel, of information that generates concerns about the behavior of students. </li></ul><ul><li>34 CFR 99.31 </li></ul>
    14. 14. FERPA-Exceptions to Consent Requirement: <ul><li>Rider may , without a student’s consent , disclose educational records </li></ul><ul><ul><ul><li>to Federal and State officials who are conducting audits at Rider </li></ul></ul></ul><ul><ul><ul><li>in compliance with court orders such as subpoenas </li></ul></ul></ul><ul><li>BEST PRACTICE: Questions related to compliance with court orders or subpoenas should be directed to Mike Spicer, University Counsel. </li></ul>
    15. 15. FERPA: “Directory Information” <ul><li>Rider may , without a student’s consent , disclose educational records that are identified as “directory information” ( i.e. information not generally considered to be harmful or an invasion of privacy if disclosed) unless the student requests in writing that the information not be released. </li></ul><ul><ul><ul><li>fact of enrollment status </li></ul></ul></ul><ul><ul><ul><li>dates of enrollment </li></ul></ul></ul><ul><ul><ul><li>degree candidacy </li></ul></ul></ul><ul><ul><ul><li>degree awarded </li></ul></ul></ul><ul><ul><ul><li>major field </li></ul></ul></ul><ul><ul><ul><li>name, home and local address and telephone numbers </li></ul></ul></ul><ul><ul><ul><li>email address </li></ul></ul></ul><ul><ul><ul><li>participation in organizations and team </li></ul></ul></ul><ul><li>34 CFR 99.31 </li></ul>
    16. 16. FERPA: “Personally Identifiable Information” Disclosure, Without Consent, of Student Records- Harmful Information: <ul><li>social security number (disclosed internally at Rider or used to verify student information from outside source) </li></ul><ul><li>age </li></ul><ul><li>ethnicity or race </li></ul><ul><li>marital status </li></ul><ul><li>gender </li></ul><ul><li>academic measures such as GPA, SAT scores </li></ul><ul><li>financial information </li></ul><ul><li>disciplinary record, etc. </li></ul>
    17. 17. FERPA: “Directory Information vs. Personally Identifiable Information: <ul><li>Directory information”, not otherwise considered harmful, should not be released if it could be reasonably linked to “personally identifiable information”. </li></ul><ul><li>i.e. nickname, physical characteristics, behavioral characteristics. </li></ul>
    18. 18. FERPA-Privacy Alert <ul><li>“Privacy Alert” will appear at the top right hand corner of a student information system computer screen for students who have requested restrictions on the release of their information. (Contact the Dean of Students Office before releasing any information). </li></ul><ul><li>Restrictions placed on the release of information by students while in attendance apply when they are no longer in attendance. </li></ul><ul><li>If other databases containing student information are being used, FERPA requirements still apply. </li></ul>
    19. 19. FERPA: What Are Not Considered Educational Records: <ul><li>The term ''educational record'' does not include: </li></ul><ul><ul><li>desk notes that are not revealed to any other person and are destroyed when no longer needed </li></ul></ul><ul><ul><li>employment records of individuals employed by Rider but who happen to be taking classes </li></ul></ul><ul><ul><li>verbal reports related to students that are not contained in a record </li></ul></ul><ul><ul><li>reports created, maintained, and released by Public Safety to external authorities for law enforcement purposes </li></ul></ul><ul><li>34 CFR 99.3 </li></ul>
    20. 20. FERPA: Helpful hints <ul><li>DO NOT leave your computer unattended when logged in and turn your computer screen away from public view. </li></ul><ul><li>When emailing groups of students it is best to copy them in the “BCC” field. </li></ul><ul><li>DO NOT circulate or make available printouts containing student names, identification numbers, social security numbers or grades. </li></ul>
    21. 21. Questions about FERPA: <ul><li>Questions about the handling or release of student records should be directed to: </li></ul><ul><ul><li>Your academic dean’s office </li></ul></ul><ul><ul><li>the Dean of Students on either campus; </li></ul></ul><ul><ul><li>Mike Spicer, University Counsel; or </li></ul></ul><ul><ul><li>Jim Castagnera, Associate University Counsel. </li></ul></ul>