FERPA TUTORIAL

FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT

Before FERPA was enacted in 1974, students didn't have a right to access their records. . .
But just about everyone else did.
There are serious obligations under FERPA. This tutorial will help you understand our responsibilities to keep student records private and allow them access to their records.

WHAT IS FERPA?

FERPA stands for Family Educational Rights and Privacy Act (sometimes called the Buckley Amendment). Passed by Congress in 1974, the Act grants four specific rights to the adult student:
  • the right to see the information that the institution is keeping on the student
  • the right to seek amendment to those records and in certain cases append a statement to the record
  • the right to consent to disclosure of his/her records
  • the right to file a complaint with the FERPA Office in Washington

A. What are Education Records?
  • Information recorded in any form that is directly related to a student and maintained by a college or university and by those acting for the college or university.
    • personal information
    • enrollment records
    • grades
    • schedules
  • The storage medium in which you find this information does not matter. A student educational record may be:
    • a document in the registrar's office
    • a computer printout in your office
    • a class list on your desktop
    • a computer display screen

B. Education Records Do Not Include:
  • Records of instructional, supervisory and administrative personnel kept in the sole possession of the maker of the record and not revealed to anyone other than the maker's substitute;
  • Records of a campus law enforcement unit created and maintained by that unit and used solely for law enforcement purposes;
  • Records relating to persons who are employees (but not student workers);
  • Records which include information about an individual after he or she is no longer a student.

C. The Right to Inspect and Review
  • Pellissippi State must grant requests to review within 45 days after the request is received.
  • Pellissippi State must respond to reasonable requests for explanations and interpretations of the records.

D. What is Prior Written Consent?
  • A signed and dated document specifying the records to be disclosed, the purpose of the disclosure and the identity of the person to whom records will be disclosed.

E. When is Consent Not Required? (This is not an exhaustive list of exceptions)
  • For legitimate educational purposes within the college.
  • To officials at an institution in which student seeks to enroll.
  • To comply with a court order or subpoena.
  • In connection with a health or safety emergency if necessary to protect the student or others.
  • If it is directory information.

F. What is Directory Information?
  • Name, address, telephone number
  • E-mail address
  • Date and place of birth
  • Major field of study
  • Participation in officially recognized activities
  • Dates of attendance, degrees and awards received
  • Most recent previous institution attended

SPECIAL "DO NOTS" FOR FACULTY AND SUPPORT STAFF

To avoid violations of FERPA rules, DO NOT:
  • at any time use the entire Social Security Number/CWID of a student in a public posting of grades
  • ever link the name of a student with that student's social security number/CWID in any public manner
  • leave graded tests in a stack for students to pick up by sorting through the papers of all students
  • circulate a printed class list with student name and social security number/CWID or grades as an attendance roster
  • discuss the progress of any student with anyone other than the student (including parents) without the consent of the student
  • provide anyone with lists of students enrolled in your classes for any commercial purpose
  • provide anyone with student schedules or assist anyone other than college employees in finding a student on campus
For a better understanding of the FERPA law please take the following QUIZ