Ancilla

1. College Ancilla Basic FERPAfor Faculty & Staff Tiffany Fisher-Registrar

2. What is FERPA? FERPA stands for: Family Educational Rights and Privacy Act It is sometimes called the Buckley Amendment Passed by Congress in 1974, the Act grants FOUR specific rights to the adult student:

3. 4 Specified Rights The Student’s rights : To see the information that the institution is keeping on the student. To seek amendment to those records and in certain cases append a statement to the record. To consent to disclosure of his/her records. To file a complaint with the FERPA Office in Washington D.C.

4. What is a Student’s Education Record? • Just about any information provided by a student to the college for use in the educational process is considered a student educational record: • Personal information • Enrollment records • Grades • Schedules • Attendance

5. Storage Median Does Not Matter • An educational record may be: • A document in the Registrar’s Office • A computer printout in your office • A class list on your desktop • Grades • Class assignments • A computer display screen • Notes you have taken during an advising session. • Any paper with the student’s ID on it.

6. What is NOT a Student’s Education Record? • Personal Notes – • kept by a faculty member if kept in the sole possession of the one who made the record. • Once the note is shared, it is an educational record and is covered by FERPA.

7. What are the Basic Rules? • Student Educational records are considered confidential. • The records may not be released without the written consent of the student. • As a faculty/staff member you have the responsibility to protect records in your possession.

8. What are the Basic Rules? • Some information, known as Directory Information, is considered public. • This info may be released without the student’s written permission. • The student may opt to have this information also be confidential • You have access to info only for legitimate use in completion of your college duties • Need to Know is the basic principle

9. Directory Information • Name • Address • Email Address (Ancilla address) • Enrollment Status (Full-time/Part-time) • Class Standing (Freshman, Sophomore, • Non-Degree, etc) • Field of Study

10. More Directory Information • Semesters of Attendance • Degrees and Awards received • Hometown, state, photographs and dates received • Participation in officially recognized sports and activities • High School attended, hometown, state and photos • Height and weight of athletes • All photographic or electronic media, including recordings

11. Who can access Student Information? Any College Official who has a legitimate educational interest. A legitimate educational interest is defined as a college official’s need to review a student’s education information to fulfill a responsibility as part of his or her contract.

12. When can you release information without consent? • Institutions maydisclose education records without the written consent of a student if there is a health or safety emergency: • Persons in an emergency, if the • knowledge of such information, in fact, is • necessary to protect the health or • safety of the student or other persons. • Do not release information that is not needed.

13. Special “DO NOTS” for Faculty/Staff To avoid violations of FERPA rules: • Do NOT at any time use any part of the Social Security Number, or college Student ID number, of any student in a public posting of grades. • Never link the name of a student with that student’s SSN or Student ID in any public manner.

14. Special “DO NOTS” for Faculty/Staff To avoid violations of FERPA rules: • Never leave graded assignments, papers, or tests in a stack for students to pick up by sorting through the papers of all students. • Never circulate a printed class list with student name, SSN, Student ID, grades, or attendance. • When entering attendance, make sure the overhead projector is on hold.

15. Special “DO NOTS” for Faculty/Staff To avoid violations of FERPA rules: • Never discuss the progress of any student with anyone other than the student (including parents) without the written consent of the student. • Never provide anyone with lists of students enrolled in your classes for any commercial purpose.

16. Special “DO NOTS” for Faculty/Staff To avoid violations of FERPA rules: • Never provide anyone with student schedules or assist anyone other than college employees in finding a student on campus. • Never leave your computer logged in without locking down the screen. (Windows Key + L or Ctrl + Alt + Del, then “Lock Screen”).

17. How can I access FERPA Release information on the Web? On the Ancilla College homepage, www.ancilla.edu, scroll down to the “Student Resources” section. Click on the “My student information” Log In

18. How can I access FERPA Release information on the Web? Hover over the Admissions Tab Click on “Prospect Status Query” Then click on “Change filter Parameters

19. How can I access FERPA Release information on the Web? Click “Set ID” Type in first & last name Then click on “Start Search” Select the correct student in the query results

20. How can I access FERPA Release information on the Web? Change the term to the needed term along with any additional information Click “Return to Previous Page”

21. How can I access FERPA Release information on the Web?

22. Remember When in doubt, Don’t give out.

23. Need more information? If you are ever in doubt, do not release any information until you contact the Office of the Registrar. Please call: 574-936-8898, ext 321 Or email: registrar@ancilla.edu