FERPA
Video from New Faculty Orientation 2015
Online FERPA Training
Self-register using CRN 90010 in the CE term (Login to your MyAims account, click on Student Tab and then Register)
Overview
FERPA (Family Educational Rights and Privacy Act) ensures the confidentiality and protection of student records. As an instructor and employee of Aims Community College, you are required to follow the requirements of FERPA and have a legal responsibility to protect any personally identifiable educational records or information about students in your possession. Click here for a concise handout FERPA in a Nutshell.pdf.
Directory Information (The ONLY information that can be shared to third parties.)
The only information that you are allowed to release without student written permission is "directory information." “Directory information is . . . information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed.” (FERPA Regulations, Code of Federal Regulations, Title 34, Part 99.3) Students can restrict their directory information from being released for personal safety reasons and their student records will be flagged as as “Confidential” so that employees can be aware of the request.
The only information that you are allowed to release without student written permission is "directory information." “Directory information is . . . information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed.” (FERPA Regulations, Code of Federal Regulations, Title 34, Part 99.3) Students can restrict their directory information from being released for personal safety reasons and their student records will be flagged as as “Confidential” so that employees can be aware of the request.
At Aims, we are allowed to share the following five pieces of "directory information" about a student without their written permission.
- Name
- Dates and terms of enrollment at the College (This does NOT mean course attendance)
- Enrollment status, Full or Part Time
- Degrees and/or certificates earned
- Major fields of study
Tips For Avoiding FERPA Violations
We are not allowed to share information such as attendance, grades, a student’s class schedule, or performance in a class without a written release (Release of Confidential Information) from a student, because these items are confidential.
Here are some things that you should keep in mind:
- Protect personally identifiable educational records or information about students in your possession.
- Do not have students sign in using a roster printed from myAims. These rosters contain information that is not considered directory information such as A#, phone number, email and program. (You might download an excel file of the roster and delete all columns except the student names for an acceptable roster for students to sign in with)
- Do not leave papers out for students to pick up. Grades are not considered directory information.
- NOTE: Peer grading/editing is acceptable. A student’s work does not become an educational record until it is collected.
- Do not share any information about students other than "directory information" with third parties (other students, faculty, staff, parents, anyone outside of the college, etc.) unless you have written consent by the student (Release of Confidential Information) or if the person is a college official and has a legitimate educational interest in knowing the information (e.g. Dean of Students, Department Chair).
- Do not discuss a student’s performance in your class or another class with the student’s classmates. This means that you should not say things such as “this student doesn’t turn in his homework” or “this student has the best (or worst) grade in this class”. This information is not considered to be directory information.
- Do not discuss student performance with another faculty or staff member unless the discussion is necessary to assist a student. Swapping stories is a violation of a student’s right to confidentiality. You are only permitted to discuss a student’s performance if the other person has a legitimate educational interest in knowing the information.
- When using email to communicate with your students, only use their Aims email when you are discussing educational records. Using the email function in D2L is acceptable. Use the BCC option when emailing a group of students.
- Ask a student to complete a written consent (Release of Confidential Information) if you are asked by a student to share information about their performance in a class such as through a letter of recommendation, reference or to anyone other than the student.
For more information, click on this link to be directed to FERPA FAQs.