FERPA Training
Family Educational Rights and Privacy Act
of 1974
The right of students to inspect and review their educational
records.
The right of students to seek to amend their educational records.
The right of students to request limited disclosure of information
regarding educational records.
What is a Student Educational
Record?
A Record is any information or data recorded in any
medium, including handwritten, print, tape, film,
microfilm, and electronic format.
Educational Records are those records directly related to
a student and maintained by the institution or by a party
acting for the institution.
What is NOT an Educational Record?
Sole Possession Record (not revealed or accessible to any
individual)
Law Enforcement Record
Employment Record
Medical & Counseling Records
Alumni Record
Basic Rules
Student Records are confidential and may not be released to a third party without a completed Student
Consent to Release Information Form. This applies to the records of all students, even those under
the age of eighteen. Some information is considered public (also known as Directory Information)
and can be released without the student’s written permission.
If ever in doubt about releasing student information, refer the request to the Registration
office.
As a BTC employee, you have a responsibility to protect educational records in your possession.
You have access to information only for legitimate use in completion of your responsibilities as a BTC
employee.
Student Directory Information:
(Public Information)
Student Name
Program of Enrollment
Full-time or Part-time Status
Period of enrollment
Date of completion
Degree/Certificate awarded
Student Email Address
Photos/Videos for College
use
Not Student Directory Information
(Not Public):
Attendance
Tuition/Fees
SSN/SID
Birthdate
Transcripts/ Grade
Reports/ GPA
Race, ethnicity,
and/or nationality
FERPA “Don’ts”:
Don’t use Social Security or Student ID numbers (full or partial) in a public
posting of grades or link the name of a student with their Social Security or
Student ID number in any public manner.
Don’t circulate a printed class list with the student name and Social Security
or Student ID number as an attendance roster.
Don’t leave personally identifiable graded papers or tests in a stack or in a
box for students to pick up by sorting through the papers of all students
without the written consent of the students.
STOP
FERPA Don’ts, Continued:
Don’t provide anyone with lists of students enrolled in your classes for any
purpose.
Don’t discuss the progress of any student with anyone other than the
student (including parent and/or spouse) without the consent of the student.
-This does NOT include BTC staff for legitimate use in completion
of their responsibilities.
Don’t provide anyone with student schedule information or assist anyone
other than college employees in finding a student on campus.
Exchanging Confidential
Data Securely
Student SSNs are collected for the purpose of financial aid, tax credits, transcripts, grants,
assessment or accountability research. Limited staff have access to SSNs. When SSNs need to be
shared or updated between staff to do their jobs, the following procedures are permitted:
Verbal exchange in a private area, in person or phone. Never write down, print or email a SSN.
Encrypted data located in a designated file by IT.
Encrypted files approved to be sent to an approved external client via encrypted email, SFTP or
secure data upload.
Use of printed reports, thumb drives, laptops, and any other external devices to store or share SSNs
is prohibited.
If there is a data breach, report the incident to IT and HR immediately.
Confidentiality of Student Records
in the Work Area
Please follow these guidelines:
If you have access to our electronic records, do not leave your computer logged on if you are planning to
leave the area.
Be aware of the accessibility of your work area to the public. Cover or file student records; do not leave
anything visible on your desk.
When finished with confidential information, it must be shredded—not thrown in the trash bin. This
includes phone messages or personal notes.
Class Rosters must be shredded since they contain student names, ID numbers, attendance, and phone
numbers. They should not be thrown in the trash or recycling bin at home or at the College.
Confidentiality in Response to Inquiries
1. Remember, even discussing a student’s record or mentioning that a student attends BTC can be considered a breach of
confidentiality. A “non-disclosure” request may be on their record, so you must assume every student has one.
2. Quarterly, the Registrar will notify Instructors identifying students with a non-disclosure of records enrolled in their classes.
3. Faculty are not required to have conversations about academic progress with anyone other than the student.
4. If asked to release information such as verifying class attendance, academic progress, grades, or a letter of recommendation,
student written permission is required.
5. Requests for information from law enforcement agencies should be referred to the Administrative Assistant to the VP of
Student Services.
6. If there is an emergency situation, and there is a significant threat to the safety or health of the student, the college may
disclose information from educational records to appropriate parties.
7. If you have any doubts about releasing information, contact the Director of Registration/Enrollment. 360.752.8436 or
jkammerz@btc.ctc.edu
Permissible Information
Observations with or of the student(s) in class participation
Personal acquaintance with or of the students(s)
Directory information if student is a current student
Any information not derived from Educational Records
Information Requiring a written release:
Information about specific courses taken
Grades
GPA
Non-Directory Information
Please note: If a letter of recommendation is kept on file by the person writing the recommendation, it
becomes a part of the student’s education record and the student has to right to read it unless he/she has
specifically waived the right to review it.
Letters of Recommendation/References
and FERPA
Scripts to use when receiving an inquiry:
“I’m sorry, I do not have access to this information; I will refer
you to our Registration Office.”
“I am sorry, but I am unable to respond to this type of request; I
will refer you to our Registration Office.”
“When in doubt leave it out”
Do Not Release
Do Not be Pressured
Consult
For questions, contact:
Joan Kammerzell ext. x8436
Registration ext. x8350
RESOURCES
Instruction Intranet FERPA
FERPA Training
Power Point Presentations
Student Release Forms
Academic Records
Letter of Recommendation
2014-16 Catalog (pages 28-30)
“What is FERPA?”
https://www.youtube.com/watch?v=_5XpRGd8O44
FERPA Training Quiz
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Training
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