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FERPA Information and Training SACRAO 2011 Joe Papari Director of Enrollment Services Southern Methodist University

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Page 1: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

FERPA Informationand Training

SACRAO 2011

Joe Papari Director of Enrollment ServicesSouthern Methodist University

Page 2: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Southern Methodist University

Private Research UniversityFall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Page 3: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Outline

FERPA Information at SMU

Students Authorize Release & Place Restriction

Faculty/Staff View of FERPA Authorization

Training and online Tutorial

Page 4: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

FERPA Information for

Students, Parents,

Faculty & Staff

Page 5: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

The intent of the legislation is to protect the rights of students and to ensure the privacy and accuracy of education records.

The Act provides students with the right to inspect and review education records, the right to seek to amend those records and the right to limit disclosure of information from the records.

School officials may not disclose personally identifiable information about students nor permit inspection of their records without consent unless such action is covered by certain exceptions permitted by the Act.

Family Educational Rights and Privacy Act of 1974 (FERPA)

Page 6: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

What are Considered Educational Records?

• from which a student can be personally identified and

• maintained by the university

With certain exceptions, an education record is any record

• electronic• handwritten • print• magnetic tape• file• diskette, etc

Education records include any records in whatever medium

in the possession of any school official

Page 7: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

When do FERPA rights begin?

Students’ FERPA rights begin when they enroll at the university, regardless of their age.

Page 8: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Who Must Comply with FERPA?

Faculty: Permanent and AdjunctStaff: Permanent and TemporaryStudent EmployeesStudent Organizational LeadersContractors, Consultants and Volunteers(whose job roles have given them access to educational records)

All University employees including:

Page 9: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

How Do Students Authorize Release of Their Educational Records?

Access.SMU

Self Service

Student Center

Release of Education Records

Page 10: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Defining Access Granted for Education Records

View financial aid awarded and accepted within Access.SMU.Discuss financial aid situation with SMU Officials.

Financial Aid

View all holds applied to student within Access.SMU.Discuss Holds, including why the Hold was placed and how to remove it, with the administering SMU business office.

Holds

View account balances and Campus Essentials selections within Access.SMU.Discuss account balances and Campus Essentials with SMU Officials.Student Financials

The student has specifically stated not to release data to this relation.Do Not Release

Discuss all Disciplinary Records/Information with the Student Conduct and Community Standards Office.Students can choose to grant partial access to Disciplinary Records by not selecting the All Disciplinary check box but instead by submitting a form to the Student Conduct and Community Standards Office.

All Disciplinary Records

View class enrollments, grades, and unofficial transcript within Access.SMU.Discuss student Academic Records (including class enrollments, grades, degree progress, class performance, and academic advising) with SMU faculty, staff and academic advisors.

Academic Records

Page 11: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Students may grant others access to view their confidential information for various areas.

Page 12: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Students may add access for any of their relationships.

First, they must “create a new relationship” before access can be granted.

Page 13: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Students may create as many new relationships as they want. A relationship can be a friend or any other person the student wishes to grant access.

Page 14: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Students have the right at any time to edit their account and adjust who can view their confidential information.

Page 15: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Relations View

Page 16: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Students' FERPA Directory Restrict and Release

Page 17: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

FERPA Releases Available to Faculty/Staff

Releasable Directory Information

Non-Releasable Directory Information

Releasable Enrollment

Releasable Participation

Page 18: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Opens the University Registrar’s FERPA website

Releasable Directory Information

SMU’s Definition of DirectoryInformation

NOT Releasable Directory Information

Faculty & Staff are provided information about students’ releasable directory information....

Page 19: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Full Directory Restriction

… and are also provided information when students restrict their directory information for release.

Page 20: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746
Page 21: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746
Page 22: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

View Releases by Student

Inquire

Release of Education Records

Access.SMU

How Do Administrative users Know Students Have Granted Access?

View Releases by Student

Class Roster

Faculty Center

Self Service

Access.SMU

How Do Faculty Members Know Students Have Granted Access?

Page 23: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Faculty/Staff View for Students’ FERPA Authorization

Faculty/Staff should always check a student’s authorized access so they know to whom the student is granting access and what information is authorized for release.

Page 24: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

How Does FERPA Apply to Faculty?

Grades

Returning Assignments

Recommendation Letters

Talking with Parents

Page 25: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Posting Grades

Even with names obscured, numeric student identifiers are considered personally identifiable information and therefore violates FERPA.

However, it is permissible to use unique, confidential, instructor assigned identifiers that are NOT tied to the student’s SSN, SMU ID, DOB or other personal information.

The public posting of grades either by the student’s name, SMU ID number or Social Security Number (whole or part of it), is a violation of FERPA.

Page 26: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Returning Assignments and ExaminationsIt’s a violation of FERPA for faculty to leave graded exams where students can see their classmates’ grades and work. Leaving personally identifiable, graded papers or examinations unattended for students to view is no different from posting grades in the hallway. A student’s right to privacy of education records should be honored at all times.

Page 27: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Permission for Recommendation LettersStudents requesting letters of recommendation or professional references must provide faculty with written authorization if personally identifiable information obtained from the students’ education records is included in the letters of recommendation, such as grades.The authorization must be requested from the student prior to writing a letter of recommendation.Retaining the letter of recommendation is not required, but it is suggested that faculty retain the permission letter for six months.The sample permission letter includes a waiver statement that the faculty may or may not choose to use.

Page 28: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Student Name and SMU ID#

Include name and address of the specified third party requesting the recommendation letter.

List of specific student Education Record information that you want included in the letter.

Circle one of the two options

Faculty name

It is suggested that faculty keep a copy of the permission letter for at least six months.

Page 29: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Talking with Parents

If contacted by parents (and others) requesting information regarding a student’s progress in a

course, deficiencies in a subject area, final grades, grades on exams, or other information about academic progress

you will need to verify that the student has consented to the release of that information to that specific requestor.

Page 30: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

How SMU Keeps Faculty Current with FERPA Regulations

Email Letter

Newsletters

Online Tutorial

Page 31: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

A newsletter is sent out electronically each fall and spring before the term begins and contains a reminder about FERPA.

Page 32: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

An electronic letter is mailed at the end of term in the fall and spring reminding faculty of FERPA guidelines.

Page 33: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

An online tutorial and quiz are provided on the FERPA website for all faculty.

Page 34: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

DO refer requests to the Registrar’s Office when you are uncertain how to respond.

DO release a student’s information to him or her when you can positively identify the student. Remember telephone and e-mails are not reliable methods to make positive IDs.

DO post grades on Access.SMU.

DO check Access.SMU to verify student’s consent prior to releasing information.

DO feel comfortable to contact the Registrar’s Office for assistance including the one time parental release for dependent students.

DO shred unneeded confidential documents.

DO hide confidential information on computer screens from unauthorized individuals.

DO NOT display student scores or grades publicly in association with names, student

ID numbers (even the last 4 digits of the SSN) or other personal identifiers.

DO NOT put exam papers containing student names and grades in publicly

accessible places. Students should not have access to the scores and grades of

the other students in class.

DO NOT share by phone or e-mail information from student education

records, with parents or others outside the institution, including letters of

recommendation, without written permission of the student.

DO NOT circulate a class Roster and/or Grade Roster since it will have the students’ names and students IDs.

DO NOT view education records for personal reasons.

DOs DO NOTs

“When In Doubt, Don’t Give Out”

Page 35: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

SMU’s Caring Community Connections and FERPA

Caring Community Connections (CCC) is an online program established for faculty and staff to register concerns about students who may be in distress.

Page 36: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

If a faculty member has a concern about a student, an online form is completed for follow-up by the Office of Student Life.

Page 37: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

The Office of the Provost sends out an e-mail to all faculty and staff reminding them about our Caring Community Connections along with important contact information.

Page 38: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Tools Available to Faculty

Advisee Lists

Authorized Access Screens

Faculty Center

FERPA Website

Gradebook

Roster - Class

Roster - Grade

Page 39: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

FERPA Website, Faculty/Staff instructions

Page 40: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

The Importance of the Shade

The “Shade Icon” is a very important graphic as it tells faculty & staff which students have restrictions.

Page 41: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Faculty members have the ability to view their Class Rosters which show directory restrictions, student photos and release records.

Page 42: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Faculty can view which students have given authorized access to family and friends and to which educational records they have granted access.

Page 43: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

There are many FERPA reminders for faculty as they navigate through Access.SMU.

Page 44: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Gradebook is another tool which helps faculty manage their grading records for students. FERPA information is incorporated into Gradebook.

Page 45: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Faculty View of Advisees

Page 46: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

New Drop-In Advisees Information

Page 47: Southern Methodist University Private Research University Fall 2010 Enrollment 10,938 Undergraduate 6,192 Graduate/Professional 4,746

Questions?

Joe Papari214-768-2056

[email protected]

Thank You