What you should know about FERPA

1. What you should know aboutFERPA Family Educational Rights and Privacy Act

2. What is FERPA and for what purpose does it exist? • Family Educational Rights & Privacy Act of 1974, as Amended (Federal Law) • Commonly known as the Privacy Act or the Buckley Amendment • Designed to protect the privacy of educational records, establish rights of students to inspect their records and provide guidelines for correcting inaccurate data.

3. Does FERPA apply to all students? Yes. All students (regardless of age) attending, or who previously attended, postsecondary institutions have FERPA rights. ‘Attending students’ includes admitted students, students in residence, continuing education students, students auditing only, and distance education students. FERPA does not apply to applicants who have not been admitted to the institution.

4. Who is responsible for seeing that FERPA is upheld? All members of OIC (faculty, staff and students) who have access to records are responsible for guarding the confidentiality of student records.

5. What does FERPA guarantee students? • FERPA gives students the right to inspect and review their own records; • to request amendments to their record; • to have some control over the release of personally identifiable information from their records; and, • to file a complaint with the Department of Education concerning an alleged failure to comply with FERPA regulations.

6. How are students made aware of FERPA? Notification is published in the student handbook, is made during orientation, and is posted on the downstairs and upstairs bulletin boards.

7. What are Education Records? • All records that directly relate to a student and are maintained by OIC Training Academy. • These records can be in any media form: handwritten, print, type, film, electronic, etc.

8. What information might need to be handled in a secure way? • Registration forms • Transcripts • Student information displayed on your computer screen • Grades • Student schedules • Class assignments • Class Rosters • Any paper with the student’s ID on it.

9. Who can access Student Information? • OIC employees who have a legitimate educational interest. *Legitimate Education Interest: A school official’s need to review student education information to fulfill a responsibility as part of his or her contract.

10. What is Directory Information? • "Directory Information" is information not generally considered harmful or an invasion of privacy if disclosed. OIC considers the following information to be "Directory Information": • Name, semester and permanent addresses, e-mail address, telephone listing, date and place of birth • Full or part-time status • College, major, degrees and dates awarded • Dates of attendance, most recent previously attended institution • Participation in officially recognized activities & sports • "Directory Information" does not include student identification numbers or social security numbers, grades, term and cumulative GPAs, student schedules, academic histories, academic standing.

11. What is meant by “Disclosure of Information”? OIC is not allowed to share information (other than “Directory Information”) without a student’s written consent.

12. Can a student limit release of directory information? Yes. Students wishing limited disclosure may submit a request to the Director of Student Services, Lisa Wiley.

13. How do I know if a student has asked that no information be released? If you are unsure, check with Lisa Wiley. This information is stored in the students’ files.

14. Attention Staff and Instructors DO NOT: • Use student IDs or social security numbers in a public posting of grades • Link the names of students with their IDs in any public manner • Leave graded tests or papers for others to view • Circulate a printed class roll with student names and IDs or grades as an attendance roster • Post individual student record information on a public website

15. Attention Staff and Instructors(continued) DO NOT: • Discuss the progress/grades of any student with anyone other than the student (including parents/guardians) without written consent of the student • Provide anyonewith lists of students enrolled in your classes for any commercial purpose • Provide anyone with a student schedule or academic history or assist anyone other than OIC employees in finding a student on campus • Leave computer screens on with student information

16. Which requests should you forward to the Director of Student Services? • Requests for records • Requests to appeal or change student records

17. Which requests should you forward to Ella Tate? • Requests for transcripts or copies of certifications • Requests for transcripts must be in writing with the student’s signature (faxed or mailed in) • Requests for transcripts can be made in person

18. When In Doubt? • DON’T release information! • Always check with the Director of Student Services