1	FERPA and You Family Educational Rights & Privacy Act
2	Welcome to FERPA! Take a look around your work area. What information do you have which may need to be handled in a secure way? For example: a university telephone directory student registration forms graded papers advising packets student information displayed on your computer screen
3	Information Access We now have more access to restricted information than ever before with the University’s SIS+ integrated database. The consequences of how we handle, or mishandle, student information are significant. What student information can you disclose, and to whom, under the Family Educational Rights & Privacy Act (FERPA)? This tutorial will help you answer these questions.
4	Educational Records Educational Records are records maintained by the University which directly relate to a student. This means that almost any student-related piece of paper is part of that student’s educational record. Also, student-related information displayed on a computer screen is considered part of the student’s educational record. However, there are some records that are considered exceptions. These exceptions primarily relate to employment, security, and health records.
5	What is FERPA? FERPA (Family Educational Rights and Privacy Act) is a federal law that protects students. This law gives students five rights. the right to inspect and review education records the right to seek the amendment of education records the right to consent to the disclosure of education records the right to obtain a copy of the schools Student Records policy the right to file a complaint with the FERPA Office in Washington, D.C.
6	Right to Inspect, review, and Seek to Amend Education Records Students must have access to review their education records at any time. If students believe that any information in their records is inaccurate, misleading, or in violation of their privacy rights, they may request in writing that the office which contains those records amend them.
7	Right to Have Some Control Over the Disclosure of Information from Education Records Directory information can be released without written consent of the student. At UNC Charlotte directory information is defined as: student's name, current address, (including telephone), permanent address (including telephone), year at the University, and academic major field of study However, students at UNC Charlotte can request that not even this directory information be released by completing the Directory Information Restriction Form at the Registrar’s Office, King Building Room 141.
8	The Right to Consent to the Disclosure of Education Records Permission of students must be obtained before releasing non-directory information. Exceptions to this rule include releasing information to the following: officials or faculty of the University who have legitimate educational interest (need to know to fulfill official responsibilities); officials of other schools or school systems in which the students seek to enroll; in this instance, no notice of release of records needs to be sent to the student; (Continued)
9	The Right to Consent to the Disclosure of Education Records (continued) certain federal and state educational authorities: (i) the Comptroller General of the United States (ii) the Secretary (iii) the Commissioner, the Director of the National Institute of Education (iv) state educational authorities; accrediting and University-approved testing agencies; parents of dependent students (requires signed statement from parent claiming that student is dependent per Internal Revenue Code of 1954); appropriate parties in connection with an emergency when the immediate health or safety of the student is threatened; persons presenting an officially-related judicial order or lawfully-issued subpoena; and, institutions from which the student has received, or applied to for, financial aid.
10	The Right to Obtain a Copy of the University’s Student Records Policy A copy of the University of North Carolina at Charlotte Student Records Policy can be obtained by stopping by the Registrar’s Office, King Building Room 141, and requesting a copy. The Student Records Policy is also available on the Registrar’s Office web page at: http://www.registrar.uncc.edu/students/ferpa.html
11	The Right to File a Complaint with the FERPA Office in Washington, D.C. Students may file a complaint with the FERPA Office in Washington, D.C. Students should contact the UNC Charlotte Registrar’s Office for information related to filing a complaint.
12	SIS+ Security Screen In the event that a student does not want even directory information to be released, users of the SIS+ database will see a screen that looks like the one displayed that follows. In the event that a student has requested Directory Information restriction, one cannot even confirm that the individual attends UNC Charlotte. No address, phone number, or current enrollment status can be released. The directive of the student must be followed. The best response is to say, “I am sorry, I don’t have information on any such student.”
13	SIS+ Directory Information Restriction Screen Information Release Restrictions (STUDENT’S NAME) The information categories marked with a 'Y' are restricted. Such information may not be released outside the University. Y NAME Y DATES OF ATTENDANCE Y LOCAL ADDRESS Y MAJOR Y PERMANENT ADDRESS Y CLASSIFICATION Y ADDRESSES FOR MAIL LISTS Y DEGREES AWARDED Y TELEPHONE NUMBER Y HONORS Y SEX Y AWARDS Y RACE Y CLASS STANDING Y NATIONALITY Y PREVIOUS INSTITUTION ATTENDED Y DATE OF BIRTH Y PHOTOGRAPH Y PLACE OF BIRTH Y WEIGHT/HEIGHT OF ATHLETE Y PARENTS' NAME Y SPORTS PARTICIPATION Y PARENTS' ADDRESS Y PARKING PERMIT INFORMATION Y CLASS SCHEDULE Y JUDICIAL INFORMATION INFORMATION RELEASE IS RESTRICTED BY STUDENT REQUEST Press the 'ENTER' key to resume processing_
14	Common Question Question: Can I include non-directory information in a letter of recommendation for a student? Answer: ONLY if the student provides written permission for the individual writing the letter of recommendation to release such information.
15	Common Question Question: Can student grades be posted by Social Security Number or Name? Answer: No. This can ONLY be done if each student provides written permission for the instructor to do so. Even with permission from the student, this is not recommended. A unique number assigned to each student would be a preferred method.
16	A Few Highlights In general, do not release any address information to off-campus inquiries. Check a student’s directory restriction before you answer any questions. Students may release any information by providing a signed release. Remember the UNC Charlotte Student Records Policy can be found on the web at: http://www.registrar.uncc.edu/students/ferpa.html Information viewed on a computer screen should be treated with the same confidentiality as paper records. Be sure to clear your computer screen when it will be unattended.
17	FERPA Summary As you can see, educational records are all around us. Each of us needs to do our part to keep this information secure, and protect students’ rights. If there is any question in your mind regarding any request for education record information, it is always better to err on the conservative side and call the office that maintains that portion of the education record and ask for guidance. Watch the Registrar’s web page for FERPA updates. Should you ever have any questions, please contact the Registrar’s Office immediately.