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1. FERPA Information and Training SACRAO 2011 Joe Papari Director of Enrollment Services Southern Methodist University
2. Southern Methodist University
3. Outline
4.
5. Family Educational Rights and Privacy Act of 1974 (FERPA)
6. What are Considered Educational Records?
7. When do FERPA rights begin?
8. Who Must Comply with FERPA?
9. How Do Students Authorize Release of Their Educational Records?
10. Defining Access Granted for Education Records
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26. Faculty/Staff View for Students’ FERPA Authorization
27. How Does FERPA Apply to Faculty?
28. Posting Grades
29. Returning Assignments and Examinations It’s a violation of FERPA for faculty to leave graded exams where students can see their classmates’ grades and work.
Leaving personally identifiable, graded papers or examinations unattended for students to view is no different from posting grades in the hallway.
A student’s right to privacy of education records should be honored at all times.
30. Permission for Recommendation Letters Students requesting letters of recommendation or professional references must provide faculty with written authorization if personally identifiable information obtained from the students’ education records is included in the letters of recommendation, such as grades.
The authorization must be requested from the student prior to writing a letter of recommendation.
Retaining the letter of recommendation is not required, but it is suggested that faculty retain the permission letter for six months.
The sample permission letter includes a waiver statement that the faculty may or may not choose to use.
32. Talking with Parents If contacted by parents (and others) requesting information regarding a student’s progress in a
course,
deficiencies in a subject area,
final grades,
grades on exams, or
other information about academic progress
you will need to verify that the student has consented to the release of that information to that specific requestor.
33. How SMU Keeps Faculty Current with FERPA Regulations
37. DO refer requests to the Registrar’s Office when you are uncertain how to respond.
DO release a student’s information to him or her when you can positively identify the student. Remember telephone and e-mails are not reliable methods to make positive IDs.
DO post grades on Access.SMU.
DO check Access.SMU to verify student’s consent prior to releasing information.
DO feel comfortable to contact the Registrar’s Office for assistance including the one time parental release for dependent students.
DO shred unneeded confidential documents.
DO hide confidential information on computer screens from unauthorized individuals.
DO NOT display student scores or grades publicly in association with names, student ID numbers (even the last 4 digits of the SSN) or other personal identifiers.
DO NOT put exam papers containing student names and grades in publicly accessible places. Students should not have access to the scores and grades of the other students in class.
DO NOT share by phone or e-mail information from student education records, with parents or others outside the institution, including letters of recommendation, without written permission of the student.
DO NOT circulate a class Roster and/or Grade Roster since it will have the students’ names and students IDs.
DO NOT view education records for personal reasons. DOs DO NOTs “When In Doubt, Don’t Give Out”
38. SMU’s Caring Community Connections and FERPA
41. Tools Available to Faculty
43. The Importance of the Shade
50. Questions?
Joe Papari
214-768-2056
jpapari@smu.edu
