Wallace Community College FERPA Workshop Presentation

1. Wallace Community College FERPA Workshop Presentation

2. What is FERPA and to whom does it apply? • Federal law enacted in 1974 called “Family Educational Rights and Privacy Act” • Purpose is to protect the privacy rights of student educational records and to ensure the accuracy of those records • Applies to currently enrolled or formerly enrolled students (regardless of age or parental dependency status) • Applies to all institutions that receive Department of Education funds

3. NAME • ADDRESS • TELEPHONE NUMBER • DATE OF BIRTH • MAJOR FIELD OF STUDY • PARTICIPATION IN OFFICIALLY RECOGNIZED ACTIVITIES AND SPORTS • WEIGHT AND HEIGHT OF MEMBERS OF ATHLETIC TEAMS • DATES OF ATTENDANCE • DEGREES AND AWARDS RECEIVED AND DATES • MOST RECENT PREVIOUS EDUCATIONAL INSTITUTION ATTENDED • PHOTOGRAPHS • EMAIL ADDRESS • ENROLLMENT STATUS What is directory/public information at WCC?

4. Grades • GPA • Race • Gender • Social Security Number • Student ID number • Country of citizenship • Religion What cannot be directory information?

5. Case Studies

6. Access by Divorced Parents • Frank’s parents are divorced. By agreement, his mother • claims him as dependent, but his father is required to pay • his way through college. Frank and his mother have both • refused to tell Frank’s father anything about his academic • progress at State College. Frank’s father turns to the institution for help. Can the institution give him the information?

7. Access by Divorced Parents - Answer • The regulations allow release of information to either • parent if the student is claimed as a dependent on • either parent’s taxes. The institution should obtain a • copy of the tax return validating dependency prior to • disclosing the information. The father may need to • resort to court action to gain access to the education • records information.

8. Class Web-Based Discussion Sites • Fred Faculty teaches a course that has a Web-based discussion component. Class members can see each other’s email addresses and name. It is not open to the public for view or use. Are there any FERPA issues?

9. Class Web-Based Discussion Sites - Answer • Since the discussion site is only accessible to students in • the class, there is no FERPA issue. It is advisable for the • faculty member to remind class members that the discussion threads should not be shared with others outside the class without permission from the author to do so. No non-directory information should be displayed • on the site. The 2009 FERPA regulations specifically • state that student usernames can be displayed to others • in a class, even if the students in question have chosen • “no release” for their directory information.

10. Faculty Access to Admissions Records • Fred faculty member wants to review the admissions files, • including transcripts for students currently in his program. • Is this permissible?

11. Access by Divorced Parents • In general, faculty members do not have a legitimate • need-to-know to access admissions files once an admissions decision has been made.

12. Questions?