Greenville College

FERPA

What is FERPA?

The Family Educational Rights and Privacy Act of 1974, also known as the Buckley Amendment, helps protect the privacy of student education records. The Act provides for 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. The intent of the legislation is to protect the rights of students and to ensure the privacy and accuracy of education records. The Act applies to all institutions that are recipients of federal aid administered by the Secretary of Education.

Who is protected under FERPA?

Students, who are currently or formerly enrolled, regardless of their age or status in regard to parental dependency, are protected. Students who have applied to, but have not attended Greenville College , and deceased students do not come under FERPA guidelines.

What are education records?

With certain exceptions, an education record is any record (1) from which a student can be personally identified and (2) maintained by the college. Education records include any records in whatever medium (handwriting, computer media, print, e-mail, magnetic tape, film, diskette, microfilm and microfiche, video or audio tape, etc.) in the possession of any school official.

What is considered Directory Information?

Directory Information is information that is generally not considered harmful or an invasion of privacy if disclosed. Under the terms of FERPA, Greenville College , has established the following as directory information:

•  Parents' names and addresses

•  Student's name, address(es) and telephone numbers

•  Date and place of birth

•  Participation in officially recognized activities and sports

•  Dates of attendance

•  Major field(s) of study

•  Degrees and awards received

•  Denominational or religious preference

•  Most recent previous school attended

•  Athletic team members: height, weight and position played

•  Photographs (non-captioned)

The previous information may be released for any purpose at the discretion of our institution. However, FERPA states that each student has the right to withhold any or all of the information. Greenville College will honor the student's request to restrict the release of “Directory Information.” Once restricted, that information cannot be released without the written consent of the student. A student may make such a request in the Records Office.

Parental Access To Children's Education Records

At the postsecondary level, parents have no inherent right to inspect a student's education records. The right to inspect is limited solely to the student. Records may be released to parents ONLY under the following circumstances: (1) through the written consent of the student, (2) in compliance with a subpoena, or (3) by producing a copy of the most recent Federal Income Tax form showing that the student was claimed as a dependent.

Posting Of Grades By Faculty

The public posting of grades either by the student's name, student identification number, or social security number without the student's written permission is a violation of FERPA. Even with names obscured, student identifier numbers are considered personally identifiable information. Therefore, the practice of posting grades by social security number or student identification number violates FERPA. The returning of papers via an “open” distribution system, e.g., stacking them on an open table, is a violation of a student's right to privacy, unless the student submits a signed waiver to the instructor for such purpose. The instructor must keep the waiver on file in order to avoid institutional or personal liability.

Faculty Sending Grades Via E-Mail

There is no guarantee of confidentiality in transmitting information electronically via campus e-mail or through the Internet. Faculty who wish to send grades to students via e-mail need to understand that if there is an unauthorized release of grades to someone who is not a school official, the institution would be in violation of FERPA, if the student whose grades were illegally disclosed filed a complaint with the Family Policy Compliance Office. Blackboard, however, is a secure site where students can access their grades electronically. Submission of grades through Jenzabar is a secure transmission.

Can You Include Grade Information When Writing A Letter Of Recommendation?

Written permission of the student is required if any information included in the recommendation is an “education record” (grades, GPA, and other non-directory information). Personal observations about the student are acceptable comments that can be included in the recommendation without the student's written permission.

Related Forms

• Open Distribution Release Form (10 KB .pdf)
• Release to Use Information (10 KB .pdf)
• Student Worker Sign-off (16 KB .pdf)
  

Last updated: September 13, 2004