1. Banner
Training
FERPA, Online Services, INB

2. Scenarios
• If a student's 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 student's 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