FERPA Ramapo Style Everything You Wanted to Know But Were Afraid To Ask… And Shouldn’t Tell!

FERPA – Definition Family Educational Rights and Privacy Act – a.k.a. The Buckley Amendment Family Educational Rights and Privacy Act – a.k.a. The Buckley Amendment Sets forth requirements regarding the privacy of student records Sets forth requirements regarding the privacy of student records The release of education records The release of education records Access to these records Access to these records Applies to K-12 as well as institutions of higher education Applies to K-12 as well as institutions of higher education

Why Comply with FERPA? It’s the Law. It’s the Law. Failure to comply could result in the withholding of Federal Funds including Student Financial Aid. Failure to comply could result in the withholding of Federal Funds including Student Financial Aid. Lawsuits caused by violations cost time and $$$. Lawsuits caused by violations cost time and $$$.

What are Education Records? All records that directly relate to a student and are maintained by an institution. All records that directly relate to a student and are maintained by an institution. These records can be in any form: handwritten, print, type, film, electronic, etc. These records can be in any form: handwritten, print, type, film, electronic, etc.

What information might need to be handled in a secure way? Registration forms/information Registration forms/information Grades/Transcripts Grades/Transcripts Student information displayed on your computer screen Student information displayed on your computer screen Papers/Exams/Tests Papers/Exams/Tests Student schedules Student schedules Student R#/Password or PIN Student R#/Password or PIN Any paper with the student’s R# on it. Any paper with the student’s R# on it.

What information can be released? Directory Information Directory Information Information that the student has given written consent to release. Information that the student has given written consent to release. Information needed by employees who have a legitimate educational interest. Information needed by employees who have a legitimate educational interest. Information needed by certain government agencies. Information needed by certain government agencies.

Directory Information FERPA stipulates certain information that MAY be released without the student’s written consent FERPA stipulates certain information that MAY be released without the student’s written consent Ramapo Directory Information: Ramapo Directory Information: Student’s Name Student’s Name Class Level Class Level Ramapo College Address Ramapo College Address School and Major field of study School and Major field of study Participation in officially recognized activities and sports Participation in officially recognized activities and sports Photograph Photograph Honors, by town Honors, by town Dates of Attendance Dates of Attendance Degrees and Awards received Degrees and Awards received Current Enrollment Status (full/part time) Current Enrollment Status (full/part time)

Who can access Student Information? Ramapo Employees who have a legitimate educational interest. Ramapo Employees who have a legitimate educational interest. Legitimate Educational Interest: A school officials’ need to review student education information to fulfill a responsibility as part of his or her contract.

TAKE NOTE: Access to Student information via BANNER/Web Self-Service or other computer software does not authorize unrestricted use of that information. Access to Student information via BANNER/Web Self-Service or other computer software does not authorize unrestricted use of that information. Curiosity is not a valid reason to view student information. Curiosity is not a valid reason to view student information. Records should only be used in the context of official business. Records should only be used in the context of official business.

MORE Important Info: Information about a student can be released with a signed consent from the student. Information about a student can be released with a signed consent from the student. Information on a computer should be treated with the same confidentiality as a paper copy. Information on a computer should be treated with the same confidentiality as a paper copy. Do not leave confidential information displayed on an unattended computer. 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 your desk. Cover or put away papers that contain confidential information if you are going to step away from your desk.

Record Disposal Records containing student information: R#’s; Social Security Numbers; grades; names; addresses; telephone numbers, etc. should be shredded, not just thrown in the garbage. Records containing student information: R#’s; Social Security Numbers; grades; names; addresses; telephone numbers, etc. should be shredded, not just thrown in the garbage.

How to Respond to Info Requests It is always okay to speak in hypothetical's…give samples and examples that do not give specific student information. It is always okay to speak in hypothetical's…give samples and examples that do not give specific student information. “While I cannot discuss Johnnie’s specific information, I can tell you that a grade of “Y” represents…..” You should NOT discuss student information over the telephone or via unless you are 150% certain that you are dealing with the student (and only the student)

Not sure what to do? When in doubt…Don’t Give it Out! Call or Michele Dunn, Registrar –

QUESTIONS ? ? ?

CONGRATULATIONS You have been “FERPA-tised”