1. STUDENT CONFIDENTIALITY Module 3

2. CONTENT A. Information i.Public Information ii.Confidential Information B. Legal Issues C. Grade Release Form D. Adviser E. Student F. Parents G. Faculty

3. A. INFORMATION i.Public Information Examples of information that may be given out unless the student has requested that no information be released.  Name  Address (in-session and interim)  Telephone number  Campus e-mail address  College, curriculum, and year in school  Enrollment status (registered)  Hometown, state, or country  Date and place of birth

4. A. INFORMATION Examples of public information cont. Dates of attendance at ISU Expected date of graduation Name(s) of adviser(s) Awards and academic honors ISU degree(s) and date(s) awarded Previous educational institutions, attended, degrees received, and dates of attendance Full or part time status Weight and height of athletic team members Activities (if recognized by ISU)

5. A. INFORMATION ii. Confidential Information All other information not listed previously is considered confidential Confidential information is only open to school officials with a legitimate educational interest If the student is over 18 years of age, parents do not have access to records without written consent of student

6. A. INFORMATION Never…  discuss the progress of any student with anyone other than the student (including parents) without the written consent of the student.  provide anyone with lists or files of students enrolled in your classes for any commercial purpose.  provide anyone with student schedules or assist anyone other than university employees in finding a student on campus.  access the records of any student for personal reasons.  store confidential student information on any computer unless that information is required and secure from intrusion.

7. A. INFORMATION Never...  use the University ID number (or any portion of it) of a student in a public posting of grades or any other information.  link the name of a student with that student’s University ID number in any public manner.  leave graded tests, papers, or other student materials for students to pick up in a stack that requires sorting through the papers of all students.  circulate a printed class list with student name and University ID number, photo, or grades as an attendance roster.

8. B. LEGAL ISSUES Family Educational Rights and Privacy Act (FERPA) 1. The right to inspect and review the student's education records within 45 days of the day the University receives a request for access.  Students should submit to the Office of the Registrar written requests that identify the record(s) they wish to inspect. The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the Office of the Registrar, the Registrar shall advise the student of the correct official to whom the request should be addressed.

9. B. LEGAL ISSUES 2. The right to request the amendment of the student's education records that the student believes are inaccurate, misleading or otherwise in violation of the student’s privacy rights under FERPA.  Students may ask the University to amend a record that they believe is inaccurate, misleading, or otherwise in violation of the their privacy rights under FERPA. They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate, misleading, or in violation of their FERPA privacy rights. FERPA was not intended to provide a process to be used to question substantive judgments that are correctly recorded. The right to seek an amendment of an education record is not intended to allow students to contest, for example, a grade in a course because they felt a higher grade should have been assigned.  If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

10. B. LEGAL ISSUES 3. The right to consent to disclosures of personally identifiable information (PII) contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.  One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official may also include a person or company, consultant, or volunteer (such as an attorney, auditor, collection agency, representative of the ISU Foundation or official of the National Student Clearinghouse) with whom the University has contracted to perform on an outsourced basis an institutional service or function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

11. B. LEGAL ISSUES 4. Generally, schools must have written permission from the student before releasing any information from a student's educational record. However, the law allows schools to disclose records, without consent of the student, to the following parties:  University employees who have a legitimate need to know  Persons who need to know in cases of health and safety emergencies  Appropriate parties in connection with financial aid to a student  Individuals who have lawfully obtained court orders or subpoenas  Accrediting organizations to carry out accrediting functions  Organizations conducting educational studies for the University

12. B. LEGAL ISSUES  Other schools to which a student is applying, transferring or intending to enroll or where the student is already enrolled if the disclosure is for purposes related to application, enrollment or transfer  Courts during litigation between the University and the student or parent  Victim of crime of violence after final results of a disciplinary hearing  Public after disciplinary proceedings determine student committed crime of violence  Parents of dependent students as defined by the Internal Revenue Code  Parents of a student regarding violation of any federal, state, local law, or policy of the school governing the use or possession of alcohol or a controlled substance if it is determined that the student committed a disciplinary violation and the student is under the age of 21  Federal, State and local governmental officials for purposes authorized by law.

13. B. LEGAL ISSUES 5. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA.  Any student who wishes to discuss a FERPA complaint may contact the Registrar, 214 Enrollment Services Center.  To file a FERPA complaint with the U.S. Department of Education, contact the Office that administers FERPA at: Family Policy Compliance Office U.S. Department of Education 400 Maryland Avenue, SW. Washington, DC, 20202

14. C. GRADE RELEASE FORM This form is so that grades may be sent in the mail to the student or another third party Must complete a new form every year Return form:  Office of the Registrar 214 Enrollment Services Form found at:  http://www.registrar.iastate.edu/sites/default/files/uploads/forms/grademail.pdf

15. C. GRADE RELEASE FORM

16. D. ADVISER Information given to advisers that is confidential  Class schedule  Unofficial transcript  Degree audit  Student photo  Student ID number

17. E. STUDENTS Addresses, emails, phone numbers, grade classification, and major can be found in the online phone book (www.info.iastate.edu or by clicking on directory in the upper right hand corner of the ISU homepage)www.info.iastate.edu Students can request that their public information be withheld by going to the Office of the Registrar, 214 Enrollment Services Building Students can also keep some or all information out of the online directory through AccessPlus (directions following)  Student page  Address Change  ISU Directory Information Privacy Options

18. F. PARENTS Parents are not to be given confidential information without written permission from the student unless the student is under 18 years of age. Even for those under 18 it is good practice for advisers to refer such requests for confidential information to the Registrar’s Office. Parent’s do not receive their student’s grade report unless the student completes a grade release form (available from 12 Alumni Hall).

19. F. PARENTS Parent’s Advisory Line (PAL) Through the Dean of Student’s Office By calling 1-800-772-8546 a parent can address concerns or comment’s on their son or daughter’s personal or academic adjustment to Iowa State Gives general information about policies, procedures, programs, and services and also responds to personal and academic situation questions Information can also be found at www.dso.iastate.edu/pa

20. G. FACULTY The faculty handbook is the official statement of Iowa State University policy governing the rights, responsibilities, and performance of faculty The Faculty handbook contains information on  State and Federal policies  Board of Regent's policies, administrative policies  policies approved by the Faculty Senate  information about procedures that are not readily available elsewhere  links or references to other sources for further information http://www.provost.iastate.edu/resources/faculty-handbook