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FERPA, Records, & You
FERPA, Records, & You
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https://splc.org/ferpa-what-it-means-and-how-it-works/
OUR RECORDS PROCESS:
SUMMARY
• To comply with FERPA, we require all staff to:
• Complete an annual FERPA training presentation.
• Complete a FERPA checklist, which includes notes on handling requests and
maintaining secure storage for any physical records or equipment containing
records (ex: your laptop).
• Limit copying records whenever possible. If a copy is necessary, ensure it is
deleted/destroyed when no longer needed.
• Use only approved tools to share records with staff and check for authorizations.
PROTECTING OUR RECORDS
• We take the protection of our educational records very seriously.
• All physical records are always required to maintain in a secure location. This
includes any equipment which stores copies of such records.
• Records can be securely maintained in a locked cabinet where only you can
access them or in possession of our records office.
• For all digital records, please ensure you use our secure records management system,
which encrypts all records and provides logs to protect them from improper access.
• Limit discussions or sharing of any records outside of secure tools unless you have
received a request from the parent or student to share the records (ex: email).
• We regularly and randomly audit records access to ensure proper use by staff.
OUR RECORDS PROCESS:
HANDLING REQUESTS
• Under FERPA, Parents and students are entitled to make requests to access or correct
their educational records. Parents and students can make requests for our institution
depending on the circumstances.
• Parents and/or guardians may make requests until the student turns 18.
• Once a student turns 18, they become an “eligible student” and all rights under
FERPA transfer to them instead of the parent.
• Waiver and records request templates can be provided by the records office.
• A signed copy must be returned to the records office and kept on file.
• Always ensure you have a waiver or written consent prior to disclosing educational
records, even with other departments, and authorize third parties.
PARENTAL & STUDENT RIGHTS:
HANDLING REQUESTS
• Records may be provided using our internal tool to send a secure link to the parent
or student.
• We must complete a request within 45 days of receipt.
• If you are ever unsure – please contact our Records Office and we’re happy to assist
with the request.
• For any government or law enforcement requests to access educational records,
please contact our Records Office. Do not provide such records directly yourself.
PARENTAL & STUDENT RIGHTS:
HANDLING CHANGES
• Correction requests should be forwarded to our Records Office. We will send a form
that will outline the change requests and rationale from the parent or student.
• We are required to consider the request and provide a decision in writing to the
parent or student within 45 days. If we choose not to change the educational records,
we will add a statement to the record in accordance with the parent or student’s
request.
• If necessary, a hearing will be held to discuss the correction request.
• Corrections are meant to challenge facts and records, not to challenge grades,
opinions, or other substantive decisions made about a student.
HANDLING VIOLATIONS
• Everyone is responsible for the responsible access and use of educational records.
• Failing to act when you observe a violation can lead to individual fines,
termination, and even legal action against you, depending on the severity of the
violation.
• If you see or observe what appears to be a violation, please contact the Records
Office immediately.
• Anonymous violations can be reported in a drop box located outside our office.
• Audits will also regularly take place; you may receive a notification to justify or
explain records use during an audit.
REFERENCES