Information for Mineral Area College Faculty and Staff To Play Slideshow click below
To be allowed access to student records, you must carefully review the following material. Maintaining confidentiality of student records is everyone’s responsibility whether you are faculty, staff, or a student.
Because it is the right thing to do! Because the federal government requires us to do so! This tutorial is designed to give you a base level knowledge of the rules governing release of student information. Start Tutorial Now
It stands for the Family Educational Rights and Privacy Act of 1974. Also known as the Buckley Amendment. FERPA is enforced by the Family Policy Compliance Office of the U.S. Department of Education.
A law that only pertains to public institutions. A law that is only applicable to offices that handle grades.
The right to inspect and review their own education records The right to seek and amend education records. The right to have some control over the disclosure of information from the education records.
Any record, with certain exceptions, maintained by an institution that is directly related to a student or students. This record can contain a student’s name(s) or information from which an individual student can be personally (individually) identified.
These records include files, documents and materials in whatever medium (handwritten, print, tapes, disks, film, microfilm, microfiche) which contain information directly related to students and from which students can be personally (individually) indentified.
All of the student information and records kept by this office and all of the information on the Student Administration System are considered to be “Education Records”.
Student educational records may be: A document in the registrar’s office A computer printout in your office A class list on your desktop A computer display screen Notes you have taken during an advisement session (see next slide for more information on notes)
Sole possession records are exceptions to advisement or personal notes. These are records that are maintained and viewed by the advisor only and applies in situations when the record is an “informal memory jogger”. A record or note made in conjunction with a student such as drafts of Degree Plans, Plans of Study or tentative schedules; however, are not sole possession records.
Employment records – of those whose employment is not contingent upon being a student. Medical records – created by a health care professional used only for the medical/health treatment of the student. Most information contained in Alumni Records (donations, etc.). Classroom activity and homework that does not become part of the student’s permanent record.
It is the Law Failure to comply could result in the withholding of Federal Funds including Student Financial Aid Lawsuits caused by violations cost time and $$$. It is our ethical responsibility to hold student records in confidence in order to protect their privacy.
Students who are or have been in attendance at a postsecondary institution and for whom the institution maintains education records are covered under FERPA. Applicants who are denied admission or who never attend are not covered under FERPA.
Personal notes – kept by a faculty/staff member if kept in the sole possession of the one who made the record. (FERPA is a “protection of records” law, not a confidentiality law.) Law Enforcement Records – maintained solely for law enforcement purposes and revealed only to law enforcement agencies.
When the student is “in attendance” as defined by the institution. For Mineral Area College that means when the student has matriculated (officially registered) for the first time.
Any part of a student’s record that is not listed as “directory” information. Registration forms Financial information Social Security numbers Transcripts Student schedules Grades Class assignments Class Rosters Student information displayed on your computer screen
Directory information(unless the student has placed a confidentiality hold on his/her record). Information that the student has given written consent to release. Information needed by employees who have a legitimate educational interest. Information needed by certain government agencies. Forward all requests for student information to the Registrar’s Office!
It is information that can be released without the student’s written consent (unless they have placed a confidentiality hold on their record). Each college can determine what is classified as directory information.
In order to protect the privacy of our students, Mineral Area College generally does not provide lists of directory information to outside parties. Please forward all requests for information to the Registrar’s Office.
ONLY Mineral Area College employees who have a legitimate educational interest. Legitimate Educational Interest: A school official’s need to review student education information to fulfill a responsibility as part of his or her contract. Need to know is the basic principle.
FIRST, remember to forward all requests for student information to the Registrar’s Office. Financial Aid Lenders. Agents of the court when the college has been issued a subpoena or court order. Appropriate individuals in an emergency in order to protect the health & safety of the student or other persons. Under the Solomon Amendment – military recruiters.
Name Local & permanent address Telephone number Date of birth Major/field of study Awards received Dates of attendance Full-time/part-time status Degrees/certificates awarded (including dates) Weight/height of member of athletic teams Most previous educational institution attended Participation in officially recognized activities and sports Note: It does not include e-mail addresses.
Once a student enrolls at Mineral Area College, the right related to the educational records belong to the student, not the parent, even if the parents are paying the bills. The only information that can be released to parents or a spouse without the student’s written permission is the “Directory Information”.
Access to student information via Jenzabar or other computer software does not authorize unrestricted use of that information. Information on a computer should be treated with the same confidentiality as a paper copy. Curiosity is not a valid reason to view student information. Records should only be used in the context of official business.
WHEN IN DOUBT – DON’T GIVE IT OUT! Forward all requests for student information to the Registrar’s Office!
Do not leave confidential information displayed on an unattended computer. Cover or put away papers that contain confidential information if you are going to step away from the desk.
Records containing Social Security numbers, grades, or any non-directory information about a student should be shredded, not just thrown in the garbage.
Do Not use the SSN/Student ID to post grades. Do Not leave graded tests in a stack for students to sort through. Do Not circulate a printed class list with the Student Name and SSN/Student ID. Do Not provide anyone with student schedules or assist anyone other than MAC employees in finding a student on campus.
Do Not provide anyone with lists of students enrolled in your classes for any commercial purpose. Do Not include confidential information (i.e. grade, number of credits) in a letter of recommendation without the written consent of the student.
Do Not discuss the progress of any student with anyone other than the student (including parents) without the written consent of the student.
Thank you for your attention and cooperation in protecting the privacy of our students! If you have further questions, please contact the Registrar’s Office at 573-518-2103, 2119, or 2204
You have been granted access to certain educational records in accordance with your duties at MAC. Since this is information you are entitled to under FERPA, can you disclose this information to any party?
You are facing an emergency situation where you fear for the health and safety of the student or other individuals if you do not release certain protected information to a third party. Can you exercise judgment and release this information?
You receive a call from a recruiting firm asking for names and addresses of students with a GPA of 3.0 or better. They say they have good job information for these students. Can you help these students get jobs by giving out this information?
A student’s father presents a piece of paper signed by the student that states: “I consent to the disclosure of my education records to my father.” The paper is signed and dated. The father proves to you that he is the father of the student in question. Does this constitute sufficient written consent under FERPA?
You receive a phone call from the local police department indicating that they are trying to determine whether a particular student was in attendance on a specific day. Since they are in the middle of an investigation, are you allowed to give them this information?
You get a frantic phone call from an individual who says she is a student’s mother and must get in touch with her immediately because of a family emergency. Can you tell her when and where her next class is today?
You have completed the FERPA tutorial and quiz. You are well on your way to becoming an expert on student confidentiality rights. If you have completed this tutorial and quiz as part of your Mineral Area College employment, please click Finish to access the form that verifies your completion of the FERPA tutorial and quiz. Otherwise, thank you for taking the time to familiarize yourself with student confidentiality rights as outlined under FERPA. Mineral Area College On Campus Contact: Linda Huffman, Registrar 573-518-2204 FERPA Website: www.ed.gov/offices/OM/fpco/index.html Finish
Please click either the student or MAC employee form below. Print the appropriate form, complete and sign it, then return to the Office of Human Resources. Return to the beginning of the FERPA Quiz. Mineral Area College FERPA Quiz is Complete! MAC Employee Statement of UnderstandingStudent Employee Confidentiality and Agreement