Understanding FERPA: A Comprehensive Overview
Explore the essential aspects of FERPA, including the Buckley Amendment, eligible student definition, education records, and more. Discover the implications of FERPA compliance, loss of federal funding, and the specific information covered under this law.
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Place a sticky note near the number on the side wall that best corresponds to your comfort/knowledge regarding FERPA. If you have a specific question you would like answered, please write it on your sticky note before placing it near a number. REMEMBER: 1 represents little comfort/knowledge 10 represents expert level comfort/knowledge!
FERPA Jessica Alberhasky & Sara CW Sullivan
Buckley Amendment, 1974 All schools receiving Department of Education funds Includes federally funded financial aid Limits disclosure of education records Allows student access to records
Loss of Federal Funding Fines Dismissal Negative Publicity Student Service It s the RIGHT thing to do!
Eligible Student Defined 18 years of age or enrolled in higher education (or previously enrolled) Applies only to that segment of the institution in which the student is enrolled Institutionally specific
Education Record Education Records All Educational Info Education Record broadly defined Directly related to student Personally Identifiable Maintained by institution Extends to info derived from Education Record Does not cover info from personal observation or information learned from others
Degrees/Awards Earned Study Abroad Participation (No Location) University Sponsored Activities/Sports Participation Athlete Height & Weight Hawk ID College Class or Year Major Dates of Attendance Most recent institution attended Scholarships earned (not $ amount) Name Local Address Phone UI Email Alias Hometown / State FT/PT Enrollment
Sole Possession Records Other Records Kept in sole possession of originator Exclusively used as memory aid Not shared with anyone Law Enforcement Records* Student Health Records* *Become Education Records once sent to educational institution
Spirit of FERPA Student Rights Review Personal records 45 Days to provide access Not entitled to copies unless direct review is not feasible Amend Correct erroneous records Block Any or all directory information *UI Student Records Policy: https://dos.uiowa.edu/policies/student-records-policy/
You have a need to know if you are performing assigned institutional research, educational or administrative function We love your title, but it does not entitle you! Legitimate educational interest is tied to function performed, not title of the individual. *Remember UI email alias is the FERPA approved communication tool!
You can share if Definition Sharing serves legitimate educational purpose Outside officials require FERPA compliance agreement Members of an institution who act in the student s educational interest within the limitations of their need to know. *Faculty, Staff, Student Staff, Affiliates, or Contractors/Volunteers *In doubt? Reach out! We are your FERPA Buddy!
Spirit of FERPA Disclosure Exceptions Disciplinary results of violent crime committed by student Parental notification of substance violation by student under 21 Information given to victims of violence or non-forcible sex offenses Other institutions for purposes relating to enrollment or transfer Emergency Must be imminent risk to health and safety
Emergency Disclosures Must be shared only with a person who can assist the student Mandatory reporter Worry about violation should never outweigh student safety *Can be shared with Parents, Health Providers, Police & Security, Spouse, others providing safety assistance.
Birthdate, Last Four SSN Digits and Mother s Maiden Name are no longer viable validation data points!
MAUI & ICON Instructor access assigned through MAUI After assignment, ICON course created FERPA training required for ICON roles Instructor, TA, Designer, Observer * ICON access is granted on a preliminary basis. Users who do not complete FERPA training within two weeks of assignment will have ICON access removed. *FERPA training is required for MAUI access. No preliminary access is granted.
Reference Permissions Giving Consent Receiving Waiver TAs, Assistants, Graders, Peer Mentors Officially assigned to class FERPA training pertaining to position required
MAYrelease MUST release Paying Tuition Open Access MyUI allows electronic consent with guest accounts and code words
When in doubt REACH OUT! F E R P A B u d d i e s Jessica Alberhasky Jessica-Alberhasky@uiowa.edu Sara CW Sullivan Sara-c-sullivan@uiowa.edu Reg-Access-MAUI@uiowa.edu
Have your FERPA feelings changed?! Please place a new sticky note near the number representing your FERPA comfort level. Did you learn something new? Did you wish something would have been covered? Please tell us on your sticky note! REMEMBER: 1 represents little comfort/knowledge 10 represents expert level comfort/knowledge!
