2. Scenarios
• If a student's parent calls asking how a student is doing in a class;
can you share that information?
• A parent of a returning missionary calls to see why her son has a
probation hold that is keeping him from registering; can you help?
• You receive a call from a recruiting firm asking for names and
addresses of students with a GPA of 3.0 or better so they can be
contacted with relevant job information. Can you help these
students get jobs by giving out this information?
• An unauthorized person retrieves information from a computer
screen that was left unattended; is the institution responsible?
• A student submits a request for a copy of all the records that have
been kept in relation to that student. Do we have to give the
student everything?
• Can a student request that all information kept by UVU remain
private, including basic directory type information?
• A student without picture ID wants you to help them get cleared for
registration; what must you do?
3. The Essence of FERPA
Family Educational Rights and Privacy Act
Federal Law designed to protect the
privacy of education records as well as
the appropriately using and releasing
student records.
Student = Owner of their record
Institution = Custodian of the record
4. Key Terms/Definitions
Education Records
Any record maintained by the institution (with narrowly
defined exceptions)
Exceptions
Records in the “sole possession of the maker”
Law enforcement records
Employment records
Medical/psychological treatment records
Alumni records
Parent
IRS Definition (financially dependent)
5. Types of Information
Directory Information
Publicly releasable by the institution
Unless there is a “No Release” restriction
Determined by the institution
Personally Identifiable Information
Not publicly releasable by the institution
6. Directory Information
Name of student
Telephone number of student
Hometown city and state of student
Verification of current enrollment
Dates of enrollment and degrees conferred
Major and/or concentration
Honors Received
May NOT include
Race, gender, SSN, grades, GPA, country of
citizenship, or religion
7. Basic Student Rights
Be notified of FERPA rights annually
UVU notifies students in the annual College Catalog.
Inspect and review records
Except Info about other students, financial records of
parents, confidential letters of recommendation
Amend an incorrect record
Consent to disclosure (with exceptions)
FERPA rights begin at 18 or when enrolled in a
higher education institution at any age and end at
death (unless otherwise specified by state law)
8. Right to Consent to Disclosure
When is prior consent from the student NOT required?
School Officials with “Legitimate need to know”
Another institution where students seeks enrollment or is
enrolled
Education Department (state/local education authorities)
Financial Aid
Legislative Requirements
Studies/accreditation
Parents of dependent students
Judicial Order/subpoena
Health/safety emergency
Directory information
Disciplinary information – only in crimes of violence
To parents of students under 21 of substance abuse
violations
9. Staff Guidelines
Face-to-face meetings:
MUST check picture ID prior to releasing any
information beyond basic directory information
Phone or other non face-to-face interactions:
Ask for two additional items of information beyond
their UVID number (i.e. birth date, major, schedule,
etc.)
No verification: only directory information
No grade information
Confidentiality Request (“no release”)
Must be in person with valid picture ID
Do not leave your computer unattended with the
system running
10. Scenarios
• If a student's parent calls asking how a student is doing in a class;
can you share that information?
• A parent of a returning missionary calls to see why her son has a
probation hold that is keeping him from registering; can you help?
• You receive a call from a recruiting firm asking for names and
addresses of students with a GPA of 3.0 or better so they can be
contacted with relevant job information. Can you help these
students get jobs by giving out this information?
• An unauthorized person retrieves information from a computer
screen that was left unattended; is the institution responsible?
• A student submits a request for a copy of all the records that have
been kept in relation to that student. Do we have to give the
student everything?
• Can a student request that all information kept by UVU remain
private, including basic directory type information?
• A student without picture ID wants you to help them get cleared for
registration; what must you do?
11. Key Resources for More Info.
LuAnn Smith (campus Registrar)
AACRAO (http://www.aacrao.org)
Family Compliance Office of the
Department of Education
(http://www.ed.gov/policy/gen/guid/fpco)
12. Banner
Fullyintegrated software
solution developed by
Used by UVU to manage its operations
Student Records
Human Resources
Financial Aid
Finances
Relationship Management
13. Banner
Database
Made up of tables
Data is stored in tables
Two ways to interact with the data
Internet Native Banner (INB)
Needed for Input or modification of information
Self Service Banner (Banner Services)
Web-based access to information
Limited information input/modification capability
14. Banner
Self Service Banner (Banner Services)
Access through UVLink
Editor's Notes
Family Educational Rights and Privacy Act
Directory Information as defined by UVU is
The May not include info is the Personally Identifiable info