FERPA Guidelines
by Katherine Sweeney and Steve Lape

FERPA, the Family Educational Rights and Privacy Act of 1974 (also sometimes referred to as the Buckley Amendment), is a federal law regarding the privacy of student records and the obligations of the institution, primarily in the areas of release of the records and the access provided to these records. Any educational institution that receives funds under any program administered by the U.S. Secretary of Education is bound by FERPA requirements. Institutions that fail to comply with FERPA may have funds administered by the Secretary of Education withheld.

FERPA QUICK FACTS

· Was written to define and protect the rights of students’ records and to govern those who work with such records.

· Applies to all ASU faculty, staff, and student employees.

· Defines “directory information” as that which would not be harmful if released; however, students may request that even directory information be withheld. Includes (at ASU) name, address, telephone number, email address, photo, DOB, major, dates of attendance, grade level, enrollment status, participation in ASU activities and sports, degrees, honors, awards, most recent institution attended and height and weight of members of athletic teams. Does NOT include class attendance or class schedule.

· Provides that non-directory information is not to be released to other than a student without his or her consent unless the student is claimed as a dependent of his or her parents as documented by the most recent tax form 1040 showing that dependency.

AVOIDING FERPA VIOLATIONS

· Do not provide anyone with student schedules. Instead, refer the inquiry to Public Safety.

· Do not include confidential information in a recommendation letter without the written consent of the student.

· Do not release information about an education record when uncertain as to whether you should. Instead, refer the inquiry to the Registrar’s Office.

· Shred records containing social security numbers, grades, or any other personally identifiable information when they are no longer needed.

· Practice prudence. Safely store confidential information in a locked file cabinet or desk drawer when not in use and do not leave confidential information displayed on an unattended computer.

· Post students’ grades on Elroy and WebCT/Vista only.

· Do not circulate a printed class roll with the students’ names and SSN/student ID numbers.

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