1	Understanding FERPA
2	Agenda What is FERPA? Key terms Key concepts
3	Purpose of this presentation Technology provides us with more access to restricted information than ever before. The consequences of how we handle or mishandle student information are significant. NOVA is legally and ethically obligated to protect the confidentiality of student records.
4	What should you expect to gain from this training? Knowledge of the laws and policies governing the acceptable use and release of student records. An understanding of your responsibilities in complying with these laws and policies. An understanding of how to protect a student’s right to privacy.
5	What is FERPA? FERPA is the Family Educational Rights and Privacy Act. Passed by Congress in 1974, FERPA grants specific rights to eligible students: The right to inspect and review their educational records The right to request the amendment of inaccurate or otherwise inappropriate educational records The right to have some control over the release of personally identifiable information from their educational records
6	Key Terms Eligible Student Educational Record College Official Personally Identifiable Information Disclosure of Information Directory Information
7	Eligible Students An eligible student is a student who is currently enrolled or has previously enrolled at the College. FERPA applies to students enrolled in both credit or non-credit courses.
8	What is an educational record? An educational record is any record that is directly related to a student and is maintained by the school A record is directly related to a student if it contains information which is either personally identifiable, or is easily traceable to the student (AACRAO)
9	Educational Records Include: Demographic Information Admissions Records Grades Class Schedules Printed Class lists Graded test papers Health records Financial Aid records Alumni records
10	College Official People employed by the College in administrative, supervisory, academic, research or support staff positions who have a “legitimate educational interest” 2008 change expands the definition to include contractors, consultants, volunteers, and other outside parties if institutions outsource functions to them. (Source: Student Affairs Today, May 2008)
11	Personally Identifiable Information Information which would make the student’s identity easily traceable.
12	Who is responsible for seeing that FERPA is upheld? Generally speaking, all College officials who have access to records are responsible for guarding the confidentiality of student records. Requests for access or amendments to records and complaints regarding any violation of FERPA should be referred to the Associate Vice President for Student Services and Enrollment Management.
13	What is Disclosure of Information? Permitting access to or releasing personally identifiable information to any party. This includes any means of communication such as oral, written or electronic. Schools are not allowed to disclose information (other than “Directory Information”) without the student’s written consent except under very limited conditions.
14	What is Directory Information? According to VCCS policy, the following information is considered “Directory Information:” Name, address, e-mail address and phone listing Major Field of study; Grade Level Participation in officially recognized activities Dates of attendance Degrees, honors and awards received Most recent educational agency or institution attended Number of credit hours enrolled Weight and height of athletic team members
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16	What information cannot be released without the student’s written consent? Social Security Number Student ID Gender Race Religious Preference Grades or Grade Point Average Country of Origin or Citizenship Status A Student’s Schedule
17	Can a student prohibit release of Directory Information? Yes Students who wish to limit or prohibit the release of Directory Information should complete NVCC form 125-23 “Student Record Disclosure” or contact a Student Services Center. Students can also use the Student Information System (SIS) to indicate that they do not want their directory information released.
18	How are students made aware of FERPA? Although we are required to notify students annually regarding their FERPA rights, the method used to communicate this information is left up to the school. Notification at NOVA is done through the catalog, the student handbook, and the NOVA web site.
19	How can I know if a student has asked that no information be released? Contact the Student Services Center Check the student’s record in the Student Information System to see if there is a “FERPA flag” on the record.
20	Are parents exempt from FERPA restrictions? Primary control over a student's records does shift from the parents to the student when the student enrolls in college, even if the student is still a minor, but primary control is not the same as total control. Institutions can disclose student information to parents under any number of circumstances.
21	Disclosure to Parents If either parent claims the student as a federal tax dependent, the institution may, with confirmation of that status, disclose any and all information it has about the student to both parents, regardless of the student's age or whether there is an emergency. If the student is under 21, the institution may inform the student's parents of any violations of its alcohol or drug policies, regardless of whether the student is a tax dependent or whether there is an emergency.
22	Disclosure to Parents (Continued) If the institution reasonably believes that there is a health or safety emergency involving the student, the institution may alert the student's parents and seek their assistance, regardless of the student's age or whether the student is a tax dependent.
23	What should you do if you are not sure if you can release information? When in doubt, saying nothing is your best option—refer the request to the campus registrar Rather than releasing information incorrectly, it is better NOT to release information all. Don’t play the “guessing game.”
24	Questions? Associate Vice President for Student Services and Enrollment Management Dr. Elizabeth P. Harper eharper@nvcc.edu