The Cal Lutheran Family and FERPA New Student Orientation 2008

What is FERPA? Family Educational Rights and Privacy Act (1974) –Also known as the Buckley Amendment Federal Law which prohibits universities from disclosing student educational records/ information to anyone but the student. In GENERAL, CLU must have written permission from the student before releasing information from the student’s record. No one is exempt from the rules of FERPA.

Why this presentation? To provide an opportunity to discuss policies To educate families on protecting their student’s privacy. To explain how families can receive the information they need.

FERPA gives students 5 rights The right to inspect and review educational records. The right to seek the amendment of educational records. The right to consent to the disclosure of educational records. The right to obtain a copy of CLU’s FERPA policy. The right to file a complaint with the FERPA Office in Washington D.C.

Educational Records Include: –Demographic Information –Admissions Records –Grades –Class Schedules Printed Class Lists –Graded Test Papers –Attendance to Classes –Judicial Outcomes –Room Assignments Educational Records Do Not Include: –Records of public safety office which are maintained for law enforcement purposes. –General Directory Information –NCAA Statistics What is an Educational Record? Any information that is maintained by an institution which directly relates to a student.

Wait a minute…I’m paying for this? Family Rights –When a student reaches the age of 18 OR begins attending a postsecondary institution regardless of age, FERPA rights transfer to the student. Therefore, families may only obtain educational records information under the following circumstances: The families provided documentation certifying that the student is a legal dependant, 25 years or younger. OR The student signs a consent form.

FERPA & Academic Affairs A standardized form is not available for the release of academic information. Although academics are the sole responsibility of the student, we are happy to work with family members to best serve the needs of the student. Faculty cannot distribute student information regarding academic progress, attendance and grades.

FERPA & Residence Life A customized form is available for the release of residential information. The Residence Life office is prohibited from releasing information regarding: Room Assignments Personal Information Phone Numbers Roommate Conflicts A student Resident Advisor is a CLU employee and must also adhere to FERPA.

FERPA & Judicial Affairs The office of Judicial Affairs cannot release information to family regarding: Incident Reports Outcomes of Judicial Hearings Sanctions assigned as a result of a violation In a situation where the student’s health, safety, or well being has been compromised, Judicial Affairs has the right to inform families. These situations include: –2 nd alcohol violation for a student under 21. –1 st drug violation for a student under 21. –Violation of policy that compromised the health and safety of the student or others.

FERPA & Peer Advisors Peer Advisors have limited information about students, as they are not considered university employees and therefore are only given access to necessary information for their role on campus. In general, Peer Advisors will only share general information about the university and general student situations, rather than the specifics of an incident involving your student.

FERPA & the Student Accounts/ Financial Aid Office A standardized form is available for the release of account and financial aid information. The Student Accounts office and Financial Aid office will not release information without a signed form and strongly encourage the students to do so.

FERPA & HIPAA Students may sign a Release of Information form that will allow Health Services to speak with families regarding their health care. The form is available at Health Services. Due to patient privacy laws and HIPAA, Health Services are not able to give information about whether your students made an appointment. They are unable to discuss your student’s visit or health problems with anyone, including families, without the student’s consent.

What is my student learning about FERPA? Students are being asked to review and sign the Student Account Release of Information Form. They are learning of their rights under FERPA. They are being asked to initiate a conversation with their families about the dissemination of information. Students are being given a form to sign for Student Accounts and Financial Aid.

Don’t forget these important ideas! Don’t forget that you can call us to inform us of your concerns. This is a great conversation to start with your students. If the student requests that no information is released, than NO Information will.

Questions About FERPA: Questions regarding FERPA at CLU: Questions concerning individual offices should be addressed to those respected offices.

What’s Up Next? 2:00-2:50 pm Family Session –Stay in your seats 3:00-4:30 pm Freshman Families –Meet Your Student’s Mentor –Proceed to the assigned room found in your schedule booklet 3:00-4:30 pm Transfer Families –CLU Transfer 201 and Transfer Family Connection –Lundring Event Center