FERPA

FERPA stands for Family Educational Rights and Privacy Act (sometimes called the Buckley Amendment). Passed by Congress in 1974, the Act grants four specific rights to each student:

• the right to see the information that the institution is keeping on the student,
• the right to seek amendment to those records and in certain cases append a statement to the record,
• the right to consent to disclosure of one’s records,
• the right to file a complaint with the FERPA Office in Washington.

What is a Student Educational Record?

Just about any information directly related to a student and maintained by the college for use in the educational process is considered a student educational record:

• personal information
• grades
• enrollment records
• schedules

What are the Basic Rules?

Student educational records are considered confidential and may not be released without the written consent of the student. As a faculty or staff member you have a responsibility to protect educational records in your possession. Some information is considered public (sometimes called "Directory Information"). This information can be released without the student's written permission. However, the student may opt to consider this information confidential as well.

Directory Information is defined by Carleton as:

• name - address
• e-mail address
• phone number
• date and place of birth
• major field of study
• concentration
• class year
• dates of attendance
• degrees and awards received
• photograph
• height and weight of athletic team members
• participation in officially recognized activities and sports
• the most recent previous school attended by the student

You have access to information only for legitimate use in completion of your responsibilities as a college employee. “Need to know” is the basic principle.

If you are ever in doubt, do not release any information until you contact the Office of the Registrar (x4289) or amay@carleton.edu. The Office of the Registrar is responsible for student record information.

To avoid violations of FERPA rules, DO NOT:

• use the social security number or name of a student, or any portion thereof, in a public posting of grades or link the name of a student with that student's social security number in any public manner;
• leave graded tests in a stack for students to pick up by sorting through the papers of all students;
• circulate a printed class list with student name and social security number or grades as an attendance roster;
• discuss the progress of any student with anyone other than the student without the consent of the student or verifying that the student has granted access to the third party by contacting the Registrar's Office (this does not mean you cannot talk with department members about a student’s progress, etc.);
• provide anyone outside the college with lists of students enrolled in classes;
• provide anyone with student schedules or assist anyone other than college employees in finding a student on campus.