The Cal Lutheran Family and FERPA

1. The Cal Lutheran Family and FERPA New Student Orientation 2008

2. What is FERPA? • Family Educational Rights and Privacy Act (1974) • Also known as the Buckley Amendment • Federal Law which prohibits universities from disclosing student educational records/ information to anyone but the student. • In GENERAL, CLU must have written permission from the student before releasing information from the student’s record. • No one is exempt from the rules of FERPA.

3. Why this presentation? • To provide an opportunity to discuss policies • To educate families on protecting their student’s privacy. • To explain how families can receive the information they need.

4. FERPA gives students 5 rights • The right to inspect and review educational records. • The right to seek the amendment of educational records. • The right to consent to the disclosure of educational records. • The right to obtain a copy of CLU’s FERPA policy. • The right to file a complaint with the FERPA Office in Washington D.C.

5. Educational Records Include: Demographic Information Admissions Records Grades Class Schedules Printed Class Lists Graded Test Papers Attendance to Classes Judicial Outcomes Room Assignments Educational Records Do Not Include: Records of public safety office which are maintained for law enforcement purposes. General Directory Information NCAA Statistics What is an Educational Record? • Any information that is maintained by an institution which directly relates to a student.

6. Wait a minute…I’m paying for this? Family Rights • When a student reaches the age of 18 OR begins attending a postsecondary institution regardless of age, FERPA rights transfer to the student. Therefore, families may only obtain educational records information under the following circumstances: • The families provided documentation certifying that the student is a legal dependant, 25 years or younger. OR • The student signs a consent form.

7. FERPA & Academic Affairs • A standardized form is not available for the release of academic information. • Although academics are the sole responsibility of the student, we are happy to work with family members to best serve the needs of the student. • Faculty cannot distribute student information regarding academic progress, attendance and grades.

8. FERPA & Residence Life • A customized form is available for the release of residential information. The Residence Life office is prohibited from releasing information regarding: • Room Assignments • Personal Information • Phone Numbers • Roommate Conflicts • A student Resident Advisor is a CLU employee and must also adhere to FERPA.

9. FERPA & Judicial Affairs • The office of Judicial Affairs cannot release information to family regarding: • Incident Reports • Outcomes of Judicial Hearings • Sanctions assigned as a result of a violation In a situation where the student’s health, safety, or well being has been compromised, Judicial Affairs has the right to inform families. These situations include: • 2nd alcohol violation for a student under 21. • 1st drug violation for a student under 21. • Violation of policy that compromised the health and safety of the student or others.

10. FERPA & Peer Advisors • Peer Advisors have limited information about students, as they are not considered university employees and therefore are only given access to necessary information for their role on campus. • In general, Peer Advisors will only share general information about the university and general student situations, rather than the specifics of an incident involving your student.

11. FERPA & the Student Accounts/ Financial Aid Office • A standardized form is available for the release of account and financial aid information. • The Student Accounts office and Financial Aid office will not release information without a signed form and strongly encourage the students to do so.

12. FERPA & HIPAA • Students may sign a Release of Information form that will allow Health Services to speak with families regarding their health care. The form is available at Health Services. • Due to patient privacy laws and HIPAA, Health Services are not able to give information about whether your students made an appointment. • They are unable to discuss your student’s visit or health problems with anyone, including families, without the student’s consent.

13. What is my student learning about FERPA? • Students are being asked to review and sign the Student Account Release of Information Form. • They are learning of their rights under FERPA. • They are being asked to initiate a conversation with their families about the dissemination of information. • Students are being given a form to sign for Student Accounts and Financial Aid.

14. Don’t forget these important ideas! • Don’t forget that you can call us to inform us of your concerns. • This is a great conversation to start with your students. • If the student requests that no information is released, than NO Information will.

15. Questions About FERPA: http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html Questions regarding FERPA at CLU: http://www.callutheran.edu/registrar/ Questions concerning individual offices should be addressed to those respected offices.

16. What’s Up Next? • 2:00-2:50 pm Family Session • Stay in your seats • 3:00-4:30 pm Freshman Families • Meet Your Student’s Mentor • Proceed to the assigned room found in your schedule booklet • 3:00-4:30 pm Transfer Families • CLU Transfer 201 and Transfer Family Connection • Lundring Event Center