FERPA What it Means to You, The Instructor

What is FERPA? 1974 – Family Educational Rights and Privacy Act Buckley Amendment Protects the Privacy of Education Records Right to Inspect and Review Records

What is FERPA? Right to Seek to Amend Records Right to Limit Disclosure Ensure Accuracy of Education Records

Current Students Former Students Applicants HS students taking WWCC courses Who is protected under FERPA?

What are Education Records? Records Which Personally Identify Students And Maintained by Western Wyoming Community College

Education Record Examples Registrar’s Office  Grade Sheets  Transcripts  Student Schedules  Class Lists  Probation/Suspension Appeals  Handwritten Note from Advisement Session  Grade Change

Education Record Examples Instructor’s Desk  Grade Book  Class List  Handwritten Student Complaint Seeking Action  Test Scores

Posting Grades Cannot Post Grades by  Student’s Name  Student ID Number  Student’s Social Security Number Any or All of the Number  UNLESS the students’ give permission in WRITING.

Grade Book on the Web Campus Cruiser and WebAdvisor Unique Identifying Student Login Student Requests Information High Level of Security

What ISN’T an Education Record? Records/Notes in Sole Possession of Maker Records Created and Maintained by Law Enforcement Employment Records When Employment is not Contingent on Being a Student Information on a Person that was Obtained When no Longer a Student (i.e., alumni records)

What ISN’T an Education Record? Records as Reminders Intended for Personal Use Only Never Shared With Other Personnel Directory Information

Directory Information See page 23 of the WWCC Catalog Name Address Telephone Number Degree Sought Degrees/Awards Received Full Time/Part Time Status address Photographs Weight & Height of Athletes Participation in officially recognized activities or sports Class lists used within on-line courses Honors and Awards

Directory Information WWCC Does Not Produce a Directory Information May be Given Freely, if the student has not requested otherwise. Student May Request Non-Disclosure  Remains as Such Until Written Request to Remove the Non-Disclosure  Contact R & R regarding non-disclosure

Letters of Recommendation Personal Knowledge or Observation  No Written Permission is Needed Including Grades, GPA, or other Non- Directory Information  Must have Written Permission on File

Parental Access No Inherent Right May be Released  Written Consent of Student  Compliance with a Subpoena  Producing a Copy of Federal Income Tax Form Student Must be a Dependent

What Does it All Mean?? DO refer education record requests to the Registrar Do keep only necessary records for the fulfillment of your teaching/advising role DO keep personal records separate

What Does it All Mean?? DON’T display student scores or grades publicly with personal identifiers DON’T put papers, grade books, or lab reports in publicly accessible places DON’T request education record information without legitimate reasons DON’T share student information with other faculty or staff unless legitimate reasons

What Does it All Mean?? DON’T share educational information with parents or others without written permission *When in Doubt…..Don’t give it out! Call the Registrar’s Office

Penalties for Violating FERPA Lawsuit Loss of Federal Funding  Grants  Financial Aid

FERPA Questions? Contact Kay Leum  Registrar  