FERPABasicsforWrightStateUniversityFaculty

TheEssence

Federallawdesignedtoprotecttheprivacyofeducationrecords.Italsoprovides guidelinesforappropriatelyusing and releasingstudenteducationrecords.

Itisintendedthatstudents’rightsbebroadlydefinedandapplied.Therefore,consider

the student as the “owner” of the information in his or her education record, and the

institution asthe “custodian”ofthatrecord, with the student having rights to protect, view and request amendment to or correction of that record..

KeyTerms/Definitions

“EDUCATIONRECORDS”includeanyrecordmaintainedbytheinstitutionthatcontains informationthatispersonally identifiabletoastudent(inwhateverformatormedium) withsomenarrowlydefinedexceptions:

-Records inthe “sole possessionofthe maker”(e.g., private advisingnotes).

-Lawenforcementrecordscreatedandmaintainedbyalawenforcementagencyfor a lawenforcementpurpose.

-Employmentrecords(unlesstheemploymentisbasedonstudentstatus).The

employmentrecordsofstudentemployees(e.g.,work-study,wages,graduateteachingassociates)arepart oftheireducationrecords.

-Medical/psychologicaltreatmentrecords(e.g., froma healthorcounselingcenter). --Alumnirecords(i.e.,thosecreatedafterthestudentgraduatedorlefttheinstitution).

“DIRECTORYINFORMATION:”Thosedataitemsthataregenerallynotconsideredharmful oraninvasion ofprivacyifpubliclyavailable.Thisinformationcannotbereleasedifstudentshasa“norelease”onhisorherrecord. Eachinstitutionestablisheswhatitconsidersto bedirectoryinformation.

WrightStateUniversitypublic/directoryinformationis:

1. Astudent’s name

2. All addressesofa student,includingemailaddresses

3. Phonelistings

4. Majorfieldofstudy

5. Numberofhoursregistered

6. Full-timeorpart-timestatus

7. Classstanding(freshman,sophomore,junior,senior,graduateorprofessional)

8. Datesofattendance

9. Degreesawardedandtotal hoursearned

10.Specialhonorsandawards

11.Mostrecentpreviouseducationalagencyorinstitution

12.Participationinofficiallyrecognizedactivitiesandsports

13.Weight andheightofmembersofathleticteams

(Note:Addressandphonenumbersarenolongerincludedinthecampusdirectory)

Directoryinformationdoesnotinclude:race,gender,SSN(orpartofanSSN),stu- dentIDnumber(SIN),grades,GPA,countryofcitizenship,orreligion.

  • Everystudentmustbegiventheopportunitytohavedirectory information
  • suppressedfrompublicrelease.Thisprocessisoftenreferredtoasa“norelease”or “optout.” Whenastudent makesthis request,everyonewithin the institutionmust abide bya student’s request that no information be releasedabout thestudent.
  • Itisimportantto understand,thata “norelease”doesnotmeanthata schoolofficial withintheinstitutionwhohasademonstratedlegitimateeducationalinterest(e.g., afacultymemberteaching thestudentinclass)isprecludedfrom usingthe
  • information to perform that official’s job duties.

“PARENT:”WithreferencetoFERPA,theterm“parent”referstoeitherparent(including custodialandnon-custodial,if divorced).

WhendoFERPArights begin?

AFERPA-relatedcollegeeducationrecordbeginsforastudent whenheorsheenrollsina highereducationinstitution.Atapostsecondaryinstitution,rightsbelongtothestudent inattendance,regardless ofthe student’s age.

Basic RightsofStudentsundertheAct

-Be notifiedoftheirFERPArightsat least annually. -Inspectandreviewtheirrecords.

-Amendanincorrectrecord.

-Consentto disclosure(withexceptions).

AnnualNotification

Everyinstitutionmust notifystudentsoftheir FERPA rightsat least annually.

InspectionandReview

Studentshavetherightto see everythingintheir“education record,”except:

Informationabout otherstudents; Financialrecordsofparents;and

Confidentiallettersofrecommendationiftheywaivedtheirrightofaccess.

FERPAdoesnotprescribewhatrecordsarecreatedorhowlongtheyaretobekept; however,youcannotdestroy arecordifthereisarequesttoinspectandreview. Awrit- tenrequesttoreviewrecordsmustbemadeto each unitthatmaintains records.Theunit has15daystorespondtoarequestto reviewandinspect astudent’srecord,howeverthe unitwill makearrangementsasexpeditiouslyaspossible.

RighttoConsenttoDisclosure

Start with the premise that the student has the right to control to whom his or her education record is released. Then, there are several exceptions when that permission is not required. In those instances where a signed release is required, regulations now provide the flexibility to accept an electronic signature so long as you can reasonably assure that the students is the one making the request (for example, you receive a request coming from the student’s Wright State University email).

WHEN IS PRIOR CONSENT NOT REQUIRED?

Theinstitutionmaydiscloserecordswithoutconsentifcertainrequirementsaremet,but itisnot requiredto doso.

Someexamplesoftheexceptionsto thereleaserequirementinclude:

  • “School officials’ with a ‘legitimate educational interest.” Employees and legal agents have access to education records in order to perform their official, educationally-related duties.
  • Disclosure to organizations conducting studies to improve instruction, or to accrediting organizations.
  • Disclosure to parents of dependent students (IRS definition); parents must submit the most recent federal tax return to the Registrar’s Office to verify dependency status.
  • To comply with a judicial order or lawfully issued subpoena.
  • Disclosure for a health/safety emergency (must document what the emergency was and to whom the information was released).
  • Disclosure of directory information, provided the student has not requested “no release.”

Some SpecificIssuesforFacultyandInstructionalStaff

POSTINGGRADES:Sincegradescanneverbedirectoryinformation,itisinappropri- atetopostgradesinapublicsetting or leave graded assignments out for a student to collect. . Aninstructormay,however, postgradesifthe gradesarepostedinsuchamannerthatonlythe instructorand theindividualstudent canidentifythe individualand hisorher grade.Gradesshouldneverbepostedby any portionoftheSSNorSIN. Additionally,itisrecommendedthatsuchapostedlist shouldnot beinthesameorderastheclass rosterorinalphabetical order.

WEB-BASEDTOOLSTOSUPPORTCLASSES:CoursessupportedbyclassWebsites and/ordiscussiongroupsmusttakeextraprecautionstonotinadvertentlyrelease

non-directorystudentinformation.Onlydirectoryinformationcanbeavailabletothe

generalpublicandotherclassmembers,soitisrecommendedthatsuchWeb-based toolsemployasecuritylayersothatonlyclassmembersandinstructorscanaccess

appropriateinformation.

STUDENTSOPTINGFOR NORELEASEINTHECLASSROOMSETTING:Students cannot choosetobe anonymousin theclassroomsetting.Ifastudent haschosen“norelease” forhisorherdirectoryinformation,thatdoesnotmeanthataninstructor cannotcall on him orherbyname in class orthatthe student’s email addresscannot be displayed onanelectronicclassroomsupporttoolsuchasadiscussionboard,blog,orchatfea-

ture.

TypesofReleaseForms

 Authorizationforreleaseofgrades

 ReleaseofStudentInformationofDependentStudent

 ReleaseofStudentInformation

 LettersofRecommendationConsenttoReleaseEducationRecord

 Formsonline

Registrar’s Office whenindoubt (775-5200); Students are directed to Raider Connect (775-4000)

WrightWayPolicy 4010:PrivacyandReleaseofStudentEducationalRecords

Marian J. BrainerdMary C. Holland, InterimAmanda Steele-Middleton, UniversityRegistrar(;937-775-5595)

FERPA/2013FacultyOrientation