Southside Virginia Community College

1. Southside Virginia Community College FERPA TRAINING

2. What is FERPA? 2

3. AGENDA Purpose of this educational seminar What should you expect to gain from this educational session? What is FERPA? Key terms Key concepts Questions/Comments 3

4. Purpose of this educational seminar Technology provides us with more access to restricted information than ever before. The consequences of how we handle or mishandle student information is significant. SVCC is legally and ethically obligated to protect the confidentiality of student records. 4

5. What should you expect to gain from this training session? Knowledge of the laws and policies governing the acceptable use and release of student records. An understanding of your responsibilities in complying with these laws and policies. An understanding of how to protect a student’s right to privacy. 5

6. What is FERPA 6

7. KEY TERMS Eligible Student Educational Record College Official Personally Identifiable Information Disclosure of Information Directory Information Emergency 7

8. ELIGIBLE STUDENTS  An eligible student is a student who is currently enrolled or has previously enrollment at the College. FERPA does apply to students enrolled in credit or non-credit courses. 8

9. What is an educational record? Definition: All records that are “directly related” to a student and are “maintained by” the school A record is “directly related” to a student if it contains information which is either “personally identifiable,” or is “easily traceable” to the student (courtesy of AACRAO) 9

10. Educational Records Include: Demographic Information Admissions Records Grades Class Schedules Printed Class lists Graded test papers 10

11. Educational Records Include: Health records Financial Aid Alumni records 11

12. College Official People employed by the College in administrative, supervisory, academic, research or support staff positions who have a “legitimate educational interest” 12

13. Personally Identifiable Information A list of personal information which would make the student’s identity easily traceable. 13

14. Who is responsible for seeing that FERPA is upheld? Generally speaking, all College officials who have access to records are responsible for guarding the confidentiality of student records. Specifically, requests for access to records, requests for amendment of records and complaints regarding any violation of FERPA are to be filed with the College Registrar. 14

15. What is meant by “Disclosure” of Information? Permitting access to or the release of personally identifiable information to any party. This includes any means of communication such as oral, written or electronic. Schools are not allowed to disclose information (other than “Directory Information”) without the student’s written consent except under very limited conditions. 15

16. What is Directory Information? “Directory Information” is information not generally considered harmful or an invasion of privacy if disclosed. According to VCCS Policy, the following information is considered “Directory Information”: Name, address, e-mail address and telephone listing Date and place of birth Major Field of study; Grade Level Participation in officially recognized activities Dates of attendance Degrees, honors and awards received 16

17. Directory Information "Directory Information" cannot include student identification numbers or social security numbers. 17

18. What is not Directory Information and should not be released without written consent of the student? Social Security Numbers Student ID Gender Race Religious Preference Grades Grade Point Average Country or Citizenship A student’s schedule 18

19. Can a student prohibit release of “Directory Information”? Yes. Students who wish to discuss the prohibition of release of "Directory Information" should contact the Registrar’s Office for procedural information. Students can also use the Student Information System (SIS) to denote they do not want their directory information released. 19

20. How are students made aware of FERPA? Although we are required to notify students annually regarding their FERPA rights, the method used to communicate this information is left up to the school. 20

21. How can I know if a student has asked that no information be released? Contact the Admissions and Records Office. 21

22. Are parents exempt from FERPA restrictions? No. Parents do not have the right to access records of students at the post-secondary level. Two exceptions are: The parent has the written consent of the student. The request is in response to a subpoena in which specific steps are followed in the Admission and Records Office. 22

23. What should you do if you are not sure if you can release information? When in doubt, saying nothing is your best option—refer the request to the Registrar Rather than releasing information incorrectly, it is better NOT to release information all. Don’t play the “guessing game.” 23

24. Which requests should you forward to the Registrar’s Office? Certification requests - health insurance and good student car insurance discount forms are two examples All questions for educational and directory student information 24

25. FERPA QuizBut It’s An Emergency... A police officer needs to find a student. She has been looking for the student for a week, but can’t find him. What is your next step? 25

26. FERPA Quiz Direct the officer to the Registrar Because the request is for educational record information, it can only be released as authorized by the student in this situation. 26

27. Recapping FERPA Refer any requestor of a student’s educational record to the Registrar in the Admissions and Records Office. Failure to comply with FERPA can cause legal difficulty for SVCC and possible withdrawal of federal funds. 27

28. Questions? SVCC FERPA CONTACTS Brent Richey 28