FERPA for Faculty and Staff
Leslie Sutton-Smith
University Registrar
June 2014
FERPA, What is it?
• The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. §
1232g; 34 CFR Part 99) is a Federal law that protects the privacy of
student education records. The law applies to all schools that
receive funds under an applicable program of the U.S. Department
of Education
• FERPA gives parents certain rights with respect to their children’s
education records. These rights transfer to the student when he or
she reaches the age of 18 or attends a school beyond the high
school level. Students to whom the rights have transferred are
“eligible students”. Parents or eligible students have the right to
inspect and review the student’s education records maintained by
the school.
What does it mean for us?
•
Schools must have written permission from the parent or eligible student in order
to release any information from a student’s education record. However, FERPA
allows schools to disclose those records, without consent, to the following parties
or under the following conditions (34 CFR § 99.31)*:
1.
2.
3.
4.
5.
6.
7.
8.
9.
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.
“Legitimate Educational Interest”
• As a member of the Drew faculty or staff in
the context of your employment, you will
likely have “legitimate educational interest”
and need to view academic records.
• You are required to act as a guardian of these
records and not release them to anyone (even
the student him/herself) without written
permission.
Keep that information private
•
Grades: Students' scores or grades should not be displayed publicly. Grades, transcripts or degree audits
reviewed for purposes of advisement should not be placed in plain view in open mail boxes located in
public places. Take care to cover your computer screens if a student might otherwise see another
student’s Ladder information.
Papers: Graded papers or tests should not be left unattended on a desk in plain view in a public area nor
should students sort through them in order to retrieve their own work. This includes graded items left
outside of offices that the public can access.
Athletes: The education records of student athletes are protected by FERPA. Members of the athletic staff
including coaches are named as school officials and have the right to access their athletes' educational
records that pertain to athletic eligibility. Any athlete who has requested a full FERPA block from display of
his/her “Directory Information” may not be listed on a team roster or any other publicized list. A student
who has such a block in place will show a “confidential” tag on his/her Ladder account.
Class Rosters/Grades Sheets: These and other reports should be handled in a confidential manner and the
information contained on them should not be re-disclosed to third parties.
And also…
• Don’t discuss another person’s record with
anyone else except that student or a
university official who also has “legitimate
educational interest”.
• Don’t discuss the student’s record with a
parent/guardian or spouse, unless the student
has completed the PROXY option on
Treehouse.
PROXY access
• Students who desire to approve the discussion
of their academic progress, grades, as well as
the discussion and release of financial
information as it pertains to their enrollment
at Drew to their parents, guardians, or
spouses may grant these permission online
through TREEHOUSE ( “PARENT/GUARDIAN
PROXY ACCESS”)
PROXY ACCESS
• If the student has set up proxy access, you will
see it in Ladder for faculty, and in Banner for
staff.
• You will need to ask the caller/visitor for the
“passphrase” and only reveal information as
designated.
For staff in Banner
For faculty on Ladder
FULL FERPA BLOCK
• On rare occasions a student will visit the
Registrar’s office in the Fall and fill out a
request for a non disclosure of “Directory
Information”.
• “Directory Information” per FERPA and at
Drew means that without the student’s
permission we may release to the public a
student’s name, dates of attendance and
graduation, degrees earned and photograph
If a student requests non-disclosure of
directory information:
• Drew cannot acknowledge the student’s
presence
• The student may not be listed on team rosters,
commencement or other programs
• The Registrar’s office cannot verify graduation
to potential employers
How do I know if a student has a full
FERPA block? For faculty, see below
For staff, see below
Questions
• All questions should always be referred to the
University Registrar, Leslie Sutton-Smith at ext
3243 or lsuttonsmith@Drew.edu
When in doubt, ask, don’t make assumptions.
Other issues
• Verifications, transcripts should all be handled
by the Registrar’s office and may not be given
out anywhere else on campus.
• Any notes you may keep on a student are
subject to subpoena.