FERPA

1. FERPA What it Means to You, The Instructor

2. What is FERPA? • 1974 – Family Educational Rights and Privacy Act • Buckley Amendment • Protects the Privacy of Education Records • Right to Inspect and Review Records

3. What is FERPA? • Right to Seek to Amend Records • Right to Limit Disclosure • Ensure Accuracy of Education Records

4. Who is protected under FERPA? • Current Students • Former Students • Applicants • HS students taking WWCC courses

5. What are Education Records? • Records Which Personally Identify Students • And Maintained by Western Wyoming Community College

6. Education Record Examples • Registrar’s Office • Grade Sheets • Transcripts • Student Schedules • Class Lists • Probation/Suspension Appeals • Handwritten Note from Advisement Session • Grade Change

7. Education Record Examples • Instructor’s Desk • Grade Book • Class List • Handwritten Student Complaint Seeking Action • Test Scores

8. Posting Grades • Cannot Post Grades by • Student’s Name • Student ID Number • Student’s Social Security Number • Any or All of the Number • UNLESS the students’ give permission in WRITING.

9. Grade Book on the WebCampus Cruiser and WebAdvisor • Unique Identifying Student Login • Student Requests Information • High Level of Security

10. What ISN’T an Education Record? • Records/Notes in Sole Possession of Maker • Records Created and Maintained by Law Enforcement • Employment Records When Employment is not Contingent on Being a Student • Information on a Person that was Obtained When no Longer a Student (i.e., alumni records)

11. What ISN’T an Education Record? • Records as Reminders • Intended for Personal Use Only • Never Shared With Other Personnel • Directory Information

12. Name Address Telephone Number Degree Sought Degrees/Awards Received Full Time/Part Time Status Email address Photographs Weight & Height of Athletes Participation in officially recognized activities or sports Class lists used within on-line courses Honors and Awards Directory InformationSee page 23 of the WWCC Catalog

13. Directory Information • WWCC Does Not Produce a Directory • Information May be Given Freely, if the student has not requested otherwise. • Student May Request Non-Disclosure • Remains as Such Until Written Request to Remove the Non-Disclosure • Contact R & R regarding non-disclosure

14. Letters of Recommendation • Personal Knowledge or Observation • No Written Permission is Needed • Including Grades, GPA, or other Non-Directory Information • Must have Written Permission on File

15. Parental Access • No Inherent Right • May be Released • Written Consent of Student • Compliance with a Subpoena • Producing a Copy of Federal Income Tax Form • Student Must be a Dependent

16. What Does it All Mean?? • DO refer education record requests to the Registrar • Do keep only necessary records for the fulfillment of your teaching/advising role • DO keep personal records separate

17. What Does it All Mean?? • DON’T display student scores or grades publicly with personal identifiers • DON’T put papers, grade books, or lab reports in publicly accessible places • DON’T request education record information without legitimate reasons • DON’T share student information with other faculty or staff unless legitimate reasons

18. What Does it All Mean?? • DON’T share educational information with parents or others without written permission *When in Doubt…..Don’t give it out! Call the Registrar’s Office

19. Penalties for Violating FERPA • Lawsuit • Loss of Federal Funding • Grants • Financial Aid

20. FERPA • Questions? • Contact Kay Leum • Registrar • 307-382-1618 • kleum@wwcc.wy.edu