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  • Family Educational Rights and Privacy Act
  • Directory Information as defined by UVU is
  • The May not include info is the Personally Identifiable info

Transcript

  • 1. BannerTrainingFERPA, Online Services, INB
  • 2. Scenarios• If a students parent calls asking how a student is doing in a class; can you share that information?• A parent of a returning missionary calls to see why her son has a probation hold that is keeping him from registering; can you help?• You receive a call from a recruiting firm asking for names and addresses of students with a GPA of 3.0 or better so they can be contacted with relevant job information. Can you help these students get jobs by giving out this information?• An unauthorized person retrieves information from a computer screen that was left unattended; is the institution responsible?• A student submits a request for a copy of all the records that have been kept in relation to that student. Do we have to give the student everything?• Can a student request that all information kept by UVU remain private, including basic directory type information?• A student without picture ID wants you to help them get cleared for registration; what must you do?
  • 3. The Essence of FERPA Family Educational Rights and Privacy Act Federal Law designed to protect the privacy of education records as well as the appropriately using and releasing student records. Student = Owner of their record Institution = Custodian of the record
  • 4. Key Terms/Definitions Education Records  Any record maintained by the institution (with narrowly defined exceptions)  Exceptions  Records in the “sole possession of the maker”  Law enforcement records  Employment records  Medical/psychological treatment records  Alumni records Parent  IRS Definition (financially dependent)
  • 5. Types of Information Directory Information  Publicly releasable by the institution  Unless there is a “No Release” restriction  Determined by the institution Personally Identifiable Information  Not publicly releasable by the institution
  • 6. Directory Information Name of student Telephone number of student Hometown city and state of student Verification of current enrollment Dates of enrollment and degrees conferred Major and/or concentration Honors Received May NOT include  Race, gender, SSN, grades, GPA, country of citizenship, or religion
  • 7. Basic Student Rights Be notified of FERPA rights annually  UVU notifies students in the annual College Catalog. Inspect and review records  Except Info about other students, financial records of parents, confidential letters of recommendation Amend an incorrect record Consent to disclosure (with exceptions) FERPA rights begin at 18 or when enrolled in a higher education institution at any age and end at death (unless otherwise specified by state law)
  • 8. Right to Consent to Disclosure When is prior consent from the student NOT required?  School Officials with “Legitimate need to know”  Another institution where students seeks enrollment or is enrolled  Education Department (state/local education authorities)  Financial Aid  Legislative Requirements  Studies/accreditation  Parents of dependent students  Judicial Order/subpoena  Health/safety emergency  Directory information  Disciplinary information – only in crimes of violence  To parents of students under 21 of substance abuse violations
  • 9. Staff Guidelines Face-to-face meetings:  MUST check picture ID prior to releasing any information beyond basic directory information Phone or other non face-to-face interactions:  Ask for two additional items of information beyond their UVID number (i.e. birth date, major, schedule, etc.)  No verification: only directory information  No grade information Confidentiality Request (“no release”)  Must be in person with valid picture ID Do not leave your computer unattended with the system running
  • 10. Scenarios• If a students parent calls asking how a student is doing in a class; can you share that information?• A parent of a returning missionary calls to see why her son has a probation hold that is keeping him from registering; can you help?• You receive a call from a recruiting firm asking for names and addresses of students with a GPA of 3.0 or better so they can be contacted with relevant job information. Can you help these students get jobs by giving out this information?• An unauthorized person retrieves information from a computer screen that was left unattended; is the institution responsible?• A student submits a request for a copy of all the records that have been kept in relation to that student. Do we have to give the student everything?• Can a student request that all information kept by UVU remain private, including basic directory type information?• A student without picture ID wants you to help them get cleared for registration; what must you do?
  • 11. Key Resources for More Info. LuAnn Smith (campus Registrar) AACRAO (http://www.aacrao.org) Family Compliance Office of the Department of Education (http://www.ed.gov/policy/gen/guid/fpco)
  • 12. Banner Fullyintegrated software solution developed by Used by UVU to manage its operations  Student Records  Human Resources  Financial Aid  Finances  Relationship Management
  • 13. Banner Database  Made up of tables  Data is stored in tables Two ways to interact with the data  Internet Native Banner (INB)  Needed for Input or modification of information  Self Service Banner (Banner Services)  Web-based access to information  Limited information input/modification capability
  • 14. Banner Self Service Banner (Banner Services)  Access through UVLink