FERPA Online: Training for FACULTY and STAFF

What is FERPA? FERPA is the law that requires the university to restrict disclosure of student information. Restricted information includes grades, permanent records, health records, disciplinary records, financial information, and certain types of athletic information.

What does FERPA mean to me? When talking with any third party about the records of a student, you must check to see if you are permitted to disclose restricted information. You may do this by checking the student’s FERPA Online form on myNU.

Are there exceptions to FERPA? There are numerous exceptions to the restrictions imposed by FERPA. Disclosure is allowed when there is a concern about health and safety. Disclosure of “directory information” is always allowed; although NU generally takes privacy concerns one step further and restricts this, too. A current statement of what NU considers “directory information” is always listed on the Records’ office site.Records’ office site Campus Safety records are excepted from FERPA restrictions. Personal notes, not intended for inclusion in educational records, are not restricted. When a fellow NU employee has an academic “need to know” the information.

Common examples of restricted information: Grade point average Class rank Disciplinary actions, such as probation Athletics’ disciplinary actions Work submitted by the student

Using the FERPA online form: Log on to myNU and look the student up alphabetically or by student numbermyNU

Frequently Asked Questions Sent in advance by Pat Kinner. Feel free to ask anything else that springs to mind. A more extensive FAQ is maintained by the US Department of Education. US Department of Education

FAQ: What information can NU representatives give out to parents? For dependants under 24, parents can have copies of educational records. For all others, parents can only access records to which they have been given specific access.

FAQ: If a student is a dependant of one parent in a divorce situation, are both parents privy to information, or just the parents who claim the student as a dependant? Unless other permission is granted (via the form) only other the claiming parents is entitled.

FAQ: What if someone calls and says they’re someone they’re not? Do we need verification? When in doubt, always act to safeguard students’ privacy. However, we can only do what is reasonably expected to guard against being the victims of fraud.

FAQ: What if the student incorrectly lists that s/he is or is not a dependant? The parent or guardian will have an opportunity to correct the misrepresentation by submitting proof that their dependant is in error.

FAQ: What can be included in letters of recommendation? Without a FERPA waiver, only information independently maintained by the author. With a waiver, any information that is authorized.

FAQ: Do we need a written student release for letters of recommendation? YES.

FAQ: What about the paper forms? How is being rolled out? What kind of training are the students getting?

NU FERPA Team The NU FERPA Officer is Mike Konopski. The rest of the FERPA team: Bernadette Brennan (Academic Affairs), Lenora Andrews (Records), Rich Kernan (IT) and Stephanie Cole (GC’s Office) When in doubt, call Mike Konopski, who will assist you in finding the right person to answer your question.