FERPA
91制片厂 is committed to upholding students' rights as outlined by the Family Educational Rights and Privacy Act (FERPA).听
Please contact Registration and Records at听reg@naz.edu听with any FERPA-related questions.
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狈补锄补谤别迟丑'蝉听FERPA policy.
FERPA Forms听and Info Sharing for Students
Naznet: Students can grant access to financial aid, billing, and/or grades through . Once logged in click your picture/user name at the top and select "View/Add Proxy Access."
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Permission to Disclose FERPA Release Form: Students who would like to give third parties, including parents, permission to discuss their educational records with 91制片厂 faculty or staff submit this form.听
Course Progress Disclosure Form: Students who would like to authorize faculty to release information related to their progress in a specific course instead of granting access to their entire academic record should complete and return this form to the specific faculty overseeing the selected course. A separate form is required for each class.听
Request to Review Records Form:听Students who would like to review their educational records may submit this form.
Opt-Out of Directory Information Form: Students who would like their directory information suppressed may submit this form. (The Directory is only viewable by students, faculty, and staff.)
FERPA Information for Faculty/Staff
- Faculty and staff should obtain a written release before providing references for students and alumni. You may use the Reference Request release form and keep a copy on file. See Career Coaching website for more information.
- Consent to release student information relating to Classroom Recordings and Media Release
- For more information on how FERPA impacts faculty and staff, please review听this presentation. If you have any questions, please contact the registrar.
FERPA Info for Advisors
For information on how FERPA impacts academic advisors, please review听this presentation. If you have any questions please contact the registrar.听
FERPA Info for听Families & Students
For information on how FERPA impacts families and third parties, please review this presentation. If you have any questions, please contact the registrar.
Sample Scenarios
Scenario: Discussing a Student鈥檚 Grades with a Parent
Situation: A student鈥檚 parent contacts the instructor to ask about their child鈥檚 grades in a class. The parent is very concerned and wants to know the student鈥檚 current grade, attendance record, and any performance issues.
FERPA Implication: Under FERPA, an instructor is not allowed to share a student's educational records with a parent unless the student has given explicit consent or is a dependent under IRS guidelines. Even if the parent is concerned, the instructor cannot share this information without written permission from the student.
Key Point: Instructors must keep educational records confidential and seek consent from the student before discussing their grades with anyone, including parents. Instructors can inform parents that FERPA limits disclosure of certain information unless the student has granted permission.
Scenario: Posting Grades Publicly with Student Identifiers
Situation: An instructor is preparing to post exam grades on a classroom bulletin board or on the course website. They decide to post the grades by using student IDs or by using an anonymous code.
FERPA Implication: Posting grades in a manner that identifies students by name or student ID without their consent violates FERPA. Even if the instructor uses anonymous codes, the method of publication could still be problematic if the students are identifiable.
Key Point: Grades should never be posted in a way that could link them back to a student without their explicit consent. Even using partial identifiers, like a student ID, can be a violation. Instead, instructors should use secure platforms that maintain student confidentiality, such as online learning management systems (LMS).
Scenario: Sharing Class Rosters with Other Students
Situation: An instructor shares the class roster (which includes student names and contact information) with the class to facilitate group work or peer interactions. One student asks the instructor to send out an email to the class on their behalf.
FERPA Implication: Sharing the class roster, which includes students' personal information (like email addresses), with others is a FERPA violation unless the student has provided consent to do so. FERPA protects the privacy of students鈥� educational records, which includes their contact information.
Key Point: Instructors should never share personal student information (like emails or phone numbers) without explicit consent. If students want to share contact details for group work, they should be allowed to do so voluntarily, and the instructor should not distribute this information to the class without prior permission.
Scenario: Discussing a Student鈥檚 Performance in a Public Setting
Situation: An instructor discusses a student鈥檚 academic performance during a departmental meeting in front of colleagues, or mentions it in a public setting such as a conference, without the student鈥檚 permission.
FERPA Implication: FERPA prohibits the disclosure of personally identifiable information (PII) from a student鈥檚 educational records to third parties, including colleagues or other faculty members, unless necessary for educational purposes and the individuals have a legitimate educational interest in the information.
Key Point: Instructors should be cautious when discussing student performance. Even in academic or professional settings, it鈥檚 important to avoid identifying students by name or referring to their specific academic records without student consent, unless there鈥檚 a clear educational purpose that justifies sharing the information.
Scenario: Using Student Data for Research
Situation: An instructor is conducting research and wants to use data about students (such as grades, demographic information, or attendance) from their classes as part of a study.
FERPA Implication: FERPA protects the use of student records in research. Before using any student data, the instructor must ensure that the data is either de-identified or they have received explicit consent from the students involved. Research involving identifiable student records requires proper consent or a legitimate exception under FERPA.
Key Point: Instructors should only use student data for research if they have obtained written consent from the students or if the data is de-identified (i.e., students cannot be identified directly from the data). Even if the data is anonymized, the instructor should verify whether it is permissible to use.
Scenario: Recording Lectures and Sharing Online
Situation: An instructor records their class lectures to share with students who missed class or for study purposes. They want to post the recordings online where students can access them.
FERPA Implication: If the lecture includes discussions of student names, grades, or other personally identifiable information, it may violate FERPA unless the students have given consent. Even if the lecture is mostly general, instructors should ensure that no private student information is shared.
Key Point: If recording lectures, instructors should be careful not to disclose any student information that is protected under FERPA. This includes avoiding situations where students' work or contributions (which could identify them) are included without their consent. Alternatively, instructors can anonymize student contributions or ask for permission to record and post lectures in advance.
Scenario: Dealing with a Student鈥檚 Transcript Request
Situation: A student approaches the instructor asking for a copy of their academic transcript. The instructor, being familiar with the student鈥檚 situation, offers to give them a printed copy of their unofficial transcript.
FERPA Implication: Instructors cannot provide students with a transcript unless it is done through the appropriate institutional channels (like the registrar鈥檚 office), as transcripts are part of a student鈥檚 educational record. Providing a transcript directly could lead to FERPA violations.
Key Point: Transcripts should be requested and provided through official institutional channels. Instructors are not authorized to provide students with official or unofficial transcripts directly. Any access to transcripts must follow institutional procedures.
Scenario: An Instructor Wants to Send a Letter of Recommendation
Situation: An instructor is asked to write a letter of recommendation for a student applying to graduate school. The instructor wants to include information like the student鈥檚 GPA and performance in the class.
FERPA Implication: FERPA allows instructors to write letters of recommendation but only if the student has given explicit written consent to release their records. The student must provide this consent in writing, and the instructor cannot include confidential information (like grades) without the student鈥檚 permission.
Key Point: Before writing a letter of recommendation, instructors must ensure they have the student's written consent to disclose any personally identifiable information, such as GPA or class performance. The student should specify what information may be shared.
Scenario: Handling Student Work
Situation: An instructor returns graded assignments to students but leaves unclaimed assignments in a pile in a public space, such as the hallway, for students to pick up.
FERPA Implication: Leaving assignments unclaimed in a public space or handing them out to the wrong student may violate FERPA if the assignments contain personally identifiable information (like names or grades).
Key Point: Assignments with identifiable student information should be returned to students directly, either during class or through a secure method, to protect student privacy. Instructors should not leave such materials in public spaces or allow students to pick up their work without appropriate safeguards.