FERPA TRAINING
What is it?
With certain exceptions, officials of UNC-CH will not disclose personally identifiable information from a student's education records without the student's prior written consent. "Directory information" will be disclosed without the student's prior written consent unless the student has notified the Office of the University Registrar to restrict release of that information.
FERPA is sometimes also referred to as the student records confidentiality policy.
Where can I find this in writing?
What do I need to know?
Information we are permitted to release
"Directory Information" may be disclosed without prior written consent from the student (except in cases in which the student restricts access to this information).
"Directory Information" includes:
- Name
- Person ID (PID)*
- Local Address
- Local Telephone Listing
- Grade/Billing (permanent) address
- Grade/Billing (permanent) telephone listing
- Date and place of birth
- County, state, or U.S. territory from which student originally enrolled
- Major field of study
- Class (junior, senior, etc.)
- Enrollment status (full-time, half-time, part-time)
- Participation in officially recognized activities and sports
- Weight and height of members of athletic teams
- Dates of attendance
- Anticipated date of graduation
- Degrees and awards received
- Most recent previous educational agency or institution attended by the student
- Campus electronic mail address
*Because the Person ID Number is public information, posting non-directory information such as grades using any part of the PID as an identifier is not permitted.
Information we CANNOT release
Non-Directory Information
"Directory Information" does NOT include parent information (names, address, phone number), nor does it include country of origin, if other than the U.S.
Requests for Restrictions and Nondislosure
Students can restrict how address information is printed in the Campus Directory, or can have all directory information restricted, by notifying the Office of the University Registrar in writing or making this update through Student Central at the UNC-CH site. A "Request for Non-Disclosure of Information" form available in Suite 3100 SASB North, gives students certain options about release of information on campus. Students may also block access to their record through Student Central (this blocks all subsequent access to personal information on Student Central).
Students may revoke a request for restriction or nondisclosure in writing at the Office of the University Registrar. They may also revoke the request for restriction on Student Central, but they cannot revoke a nondisclosure request because their access to Student Central is blocked by this request (students must make this request in writing).
Important DO's and DON'Ts (in a nutshell)
- DO NOT display student scores or grades publicly in association with names, student ID numbers (PID - Person ID) or
other personal identifiers. Because the Person ID is public information, posting non-directory information such as grades using any part of the PID as an identifier is not permitted.
- DO NOT put papers or lab reports containing student names and grades in publicly accessible places. Students
may not have access to the scores and grades of others in the class.
- DO NOT share student educational record information, including grades or grade point averages, with other faculty or staff members of the University unless their official responsibilities identify their "legitimate educational interest" in that information for that student.
- DO NOT share by phone or correspondence information from student educational records, including grades or grade point
averages, with parents or others outside the institution, including letters of recommendation, without written permission of the student.
- DO NOT request information from the educational record custodian without a legitimate educational interest and the
appropriate authority to do so.
- DO keep course records for a minimum of one year after the course ends.
- DO keep any personal and professional records relating to individual students separate from their educational records.
If basic research involves student data, instructors should follow University policies regarding the use of human subjects - refer to RPM 21: Access to Student Records, for specific information.
Information Students Can See
The Family Educational Rights and Privacy Act also gives a student the right to inspect his or her education records (hard copy and electronic) and to request amendment of those records if they are inaccurate, misleading, or otherwise in violation of the student's privacy rights.
To inspect his or her education records, a student must file a written request with the individual who has custody of the records that the student wishes to inspect (University Registrar, Academic Dean, Department Chair, Director of University Housing, etc.). This request must be honored within 45 days after the records custodian receives it.
To request amendment of his or her records, a student first discusses the matter informally with the records custodian, and if the custodian does not agree to amend the records, he or she will inform the student of applicable appeal rights. Students also have the right to file a complaint with the U.S. Department of Education alleging that the University has not complied with FERPA.
Information Students Cannot See
Students may NOT see parents' financial statements or records and letters of recommendation for which the student waived the right to view.
Students may NOT see the personal information of any other student or any information on a student who has a nondisclosure request on record.
Access to Student Data
Departments within the University requesting other than directory information will be given such information if they have a legitimate educational interest. University officials have a legitimate educational interest if it is necessary or desirable for them to have access in order to carry out their official duties and/or to implement the policies of the University of North Carolina, or if it is in the educational interest of the student in question for such officials to have the information. Persons receiving this information (or directory information prior to its publication) are responsible for protecting the confidentiality of the students involved. They are not permitted to re-release this data to persons, other than University officials with a legitimate educational interest, without the prior written consent of the students involved.
Departments within the University (including graduate students working for departments) requesting student data for the purpose of conducting basic research must submit a notice of review approval from the appropriate Institutional Review Board for the protection of human research subjects along with the "Request for Release of Student Related Data" form approved by the department.
Instances in which student data (even for those records with restrictions and nondisclosure requests) are released
- To specific internal groups with legitimate educational interest (signed waiver by student not required).
- To specific external groups with legitimate educational interest (signed waiver by student may be required).
- To other agencies not specified above (signed waiver required).
- To satisfy a subpoena or judicial order (signed waiver not required).
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