What is FERPA (Family Educational Rights and Privacy Act) Federal law designed to protect the privacy of a student’s education records. It also provides guidelines for appropriately using and releasing student education records. It is intended that students’ rights be broadly defined and applied. Therefore, consider the student as the “owner” of his or her education record, and the institution as the “custodian” of that record. A FERPA-related college education record begins for a student when he or she becomes 18 or enrolls in a higher education institution at any age. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31
Who can schools disclose records to? School officials with legitimate educational interest; Other schools to which a student is transferring; Specified officials for audit or evaluation purposes; Appropriate parties in connection with financial aid to a student; Organizations conducting certain studies for or on behalf of the school; Accrediting organizations; To comply with a judicial order or lawfully issued subpoena; Appropriate officials in cases of health and safety emergencies; and State and local authorities, within a juvenile justice system, pursuant to specific State law.
What is an educational record? Includes any record maintained by the institution that is related to the student (in whatever format or medium) with some narrowly defined exceptions: Records in the “sole possession of the maker” (e.g., private advising notes). Law enforcement records created by a law enforcement agency for that purpose. Employment records (unless the employment is based on student status). The employment records of student employees (e.g., work- study, wages, graduate teaching associates) are part of their education records. Medical/psychological treatment records (e.g., from a health or counseling center). (HIPAA covers this area of the student’s record) Alumni records (i.e., those created after the student was enrolled).
HIPAA- Medical Records Health Insurance Portability and Accountability Act Federal law from 1996 to protect health records Wellness Suite does have protection in place for medical records and student will need to sign a form that they are aware of the protection Special forms for release of the information to other health care providers
Directory InformationEach institution establishes what it considers to be directory information. Examples of directory information include:1. Name2. Address (local, home and e-mail)3. Telephone (local and home)4. Academic program of study5. Dates of attendance6. Date of birth7. Degrees and awards received
Please note:At GGC, we do not give out information freely. We confirm enrollment, confirm degrees but do not validate addresses, date of birth or phone numbers.Concern for the safety of our students as well as concern for their privacy is of utmost importance.Parents may have access to their child’s record if they present documentation that the child is their dependant for tax purposes. If there is no FERPA release form on file and a parent wishes to go this route, the parent can speak with the Registrar’s Office about the process and the Registrar’s Office will provide direction once the process has been completed.
FERPA in brief Colleges have up to 45 days to provide an inspection of the record. The request for record review should come through the Registrar’s Office. GGC has set up the rules to allow cross advising within the various schools so GGC faculty have access to other students records because GGC has established a “need to know”. Admissions records are not a part of the educational record unless the student enrolls in classes FERPA is reviewed with students during SMART and students are asked to complete the GGC FERPA Disclosure Notice to Students Faculty and staff at GGC will act in a careful and cautious manner when working with a student’s record. This means: We are aware of who is around when discussing a student’s record. We lock our desktop when leaving the work station or office. We are careful when discussing information with a student via email or phone We shred any paperwork that has confidential information about a student
Additional information on FERPA FERPA official website www.ed.gov/policy/gen/guid/fprco/ferpa/index.html Student records and FERPA information may be found in the catalog and student handbook.
Additional information regarding student records Regular backups are done by OIIT (Office of Information and Instructional Technology) to provide security of records from catastrophes such as fire. GGC completes a regular internal back-up on systems that are administered solely by GGC. In addition, the back-ups follow standard protocol for secure back-up. Student record access has password protection with Banner WEB and screen level permission from the administrative user.