FERPAFERPARamapo StyleRamapo StyleEverything You Wanted to Everything You Wanted to

KnowKnow

But Were Afraid To Ask…But Were Afraid To Ask…

And Shouldn’t Tell!And Shouldn’t Tell!

FERPA – DefinitionFERPA – Definition FFamily amily EEducational ducational RRights and ights and

PPrivacy rivacy AAct – a.k.a. The Buckley ct – a.k.a. The Buckley AmendmentAmendment

Sets forth requirements regarding Sets forth requirements regarding the privacy of student recordsthe privacy of student records

The release of education recordsThe release of education records Access to these recordsAccess to these records

Applies to K-12 as well as Applies to K-12 as well as institutions of higher educationinstitutions of higher education

Why Comply with Why Comply with FERPA?FERPA? It’s the Law.It’s the Law. Failure to comply Failure to comply

could result in the could result in the withholding of withholding of Federal Funds Federal Funds including Student including Student Financial Aid.Financial Aid.

Lawsuits caused by Lawsuits caused by violations cost time violations cost time and $$$.and $$$.

What are Education What are Education Records?Records?

All records that directly relate to a student and are All records that directly relate to a student and are maintained by an institution.maintained by an institution.

These records can be in any form: handwritten, These records can be in any form: handwritten, print, type, film, electronic, etc.print, type, film, electronic, etc.

What information might What information might need to be handled in a need to be handled in a

secure way?secure way? Registration forms/informationRegistration forms/information Grades/TranscriptsGrades/Transcripts Student information displayed Student information displayed

on your computer screenon your computer screen Papers/Exams/TestsPapers/Exams/Tests Student schedulesStudent schedules Student R#/Password or PINStudent R#/Password or PIN Any paper with the student’s R# Any paper with the student’s R#

on it.on it.

What information can be What information can be released? released?

Directory InformationDirectory Information Information that the student has Information that the student has

given written consent to release.given written consent to release. Information needed by Information needed by

employees who have a employees who have a legitimate educational interest.legitimate educational interest.

Information needed by certain Information needed by certain government agencies.government agencies.

Directory InformationDirectory Information FERPA stipulates certain information that FERPA stipulates certain information that MAYMAY

be released without the student’s written be released without the student’s written consentconsent

Ramapo Directory Information:Ramapo Directory Information: Student’s NameStudent’s Name Class LevelClass Level Ramapo College E-mail AddressRamapo College E-mail Address School and Major field of studySchool and Major field of study Participation in officially recognized activities and sportsParticipation in officially recognized activities and sports PhotographPhotograph Honors, by townHonors, by town Dates of AttendanceDates of Attendance Degrees and Awards receivedDegrees and Awards received Current Enrollment Status (full/part time)Current Enrollment Status (full/part time)

Who can access Who can access Student Information?Student Information?

Ramapo Employees who Ramapo Employees who have a legitimate have a legitimate educational interest.educational interest.

Legitimate Educational Interest: A school officials’ need to review student education information to fulfill a responsibility as part of his or her contract.

TAKE NOTE:TAKE NOTE:

Access to Student information via Access to Student information via BANNER/Web Self-Service or other BANNER/Web Self-Service or other computer software does not computer software does not authorize unrestricted use of that authorize unrestricted use of that information.information.

Curiosity is not a valid reason to Curiosity is not a valid reason to view student information.view student information.

Records should only be used in the Records should only be used in the context of official business.context of official business.

MORE Important Info:MORE Important Info: Information about a student can be Information about a student can be

released with a signed consent from the released with a signed consent from the student.student.

Information on a computer should be Information on a computer should be treated with the same confidentiality as a treated with the same confidentiality as a paper copy.paper copy.

Do not leave confidential information Do not leave confidential information displayed on an unattended computer.displayed on an unattended computer.

Cover or put away papers that contain Cover or put away papers that contain confidential information if you are going confidential information if you are going to step away from your desk.to step away from your desk.

Record DisposalRecord Disposal

Records containing student Records containing student information: R#’s; Social information: R#’s; Social Security Numbers; grades; Security Numbers; grades; names; addresses; telephone names; addresses; telephone numbers, etc. should be numbers, etc. should be shredded, not just thrown in the shredded, not just thrown in the garbage.garbage.

How to Respond to Info How to Respond to Info RequestsRequests

It is always okay to It is always okay to speak in speak in hypothetical's…give hypothetical's…give samples and samples and examples that do not examples that do not give specific student give specific student information.information.

““While I cannot While I cannot discuss Johnnie’s discuss Johnnie’s specific information, specific information, I can tell you that a I can tell you that a grade of “Y” grade of “Y” represents…..”represents…..”

You should You should NOTNOT discuss student discuss student information over information over the telephone or the telephone or via email unless via email unless you are 150% you are 150% certain that you certain that you are dealing with are dealing with the student (and the student (and only the student)only the student)

Not sure what to do?

When in doubt…Don’t Give it Out!

Call or E-mail Michele Dunn, Registrar

201-684-7695 – mdunn@ramapo.edu

QUESTIONS ? ? ?QUESTIONS ? ? ?

CONGRATULATIONCONGRATULATIONSS

You have beenYou have been

““FERPA-tised”FERPA-tised”