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FERPA
Student Rights
| FERPA for Parents | FERPA
for Faculty & Staff | Resources
Student Rights
Student Rights Under the Family
Educational Rights and Privacy Act
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:
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The right to inspect and review the student's education records within 45 days of the day the
University receives a request for access.
Students should submit to the Office of the Registrar written requests that identify the record(s)
they wish to inspect. The Registrar will make arrangements for access and notify the student of the
time and place where the records may be inspected. If the records are not maintained by the Office
of the Registrar, the Registrar shall advise the student of the correct official to whom the request
should be addressed.
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The right to request the amendment of the student's education records that the student believes are
inaccurate or misleading.
Students may ask the University to amend a record that they believe is inaccurate or misleading. They
should write the University official responsible for the record, clearly identify the part of the
record they want changed, and specify why it is inaccurate or misleading.
FERPA was not intended to provide a process to be used to question substantive judgments which are
correctly recorded. The rights of challenge are not intended to allow students to contest, for example,
a grade in a course because they felt a higher grade should have been assigned.
If the University decides not to amend the record as requested by the student, the University will
notify the student of the decision and advise the student of his or her right to a hearing regarding
the request for amendment. Additional information regarding the hearing procedures will be provided
to the student when notified of the right to a hearing.
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The right to consent to disclosures of personally identifiable information contained in the student's
education records, except to the extent that FERPA authorizes disclosure without consent.
One exception which permits disclosure without consent is disclosure to school officials with
legitimate educational interests. A school official is a person employed by the University in an
administrative, supervisory, academic or research, or support staff position (including law enforcement
unit personnel and health staff); a person or company with whom the University has contracted (such as
an attorney, auditor, collection agent, or official of the National Student Clearinghouse); a person
serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary
or grievance committee, or assisting another school official in performing his or her tasks. A school
official has a legitimate educational interest if the official needs to review an education record in
order to fulfill his or her professional responsibility.
The University has designated the UWGB Alumni Association as a School Official. The University
reserves the right to disclose a student’s personally identifiable information to the Alumni
Association in recognition that they are performing the legitimate educational interest of supplying
educational resources necessary for the University to carry out its mission.
Some other exceptions or circumstances when the University may disclose education records include:
- to comply with a judicial order or a lawfully issued subpoena;
- to appropriate parties in a health or safety emergency;
- to officials of another school, upon request, in which a student seeks or intends to enroll;
- in connection with a student's request for or receipt of financial aid, as necessary to determine
the eligibility, amount, or conditions of the financial aid, or to enforce the terms and conditions
of the aid;
- to certain officials of the U.S. Department of Education, the Comptroller General, to state and local
educational authorities, in connection with certain state or federally supported education programs;
- to accrediting organizations to carry out their functions;
- to organizations conducting certain studies for or on behalf of the University;
- the results of an institutional disciplinary proceeding against the alleged of a crime of violence
may be released to the alleged victim of that crime with respect to that crime.
- The right to file a complaint with the U.S. Department of Education
concerning alleged failures by the University to comply with the requirements
of FERPA. The name and address of the Office that
administers FERPA is: Family Policy Compliance Office, U.S. Department of Education, 400 Maryland
Avenue, SW., Washington, DC, 20202-4605.
- The University may disclose Directory Information without a student's
prior written consent. The
University designates the following as Directory Information: The student's name, address,
participation in officially recognized activities and sports, telephone listing, height of members
of athletic teams, e-mail address, degrees, honors, and awards received, major field of study, dates
of attendance, class level, the most recent educational agency or institution attended.
- Students may restrict the release of Directory Information, except
to school officials with legitimate educational interests and others as indicated
in point #3 above. To do so, a student must make the
request in writing to the Office of the Registrar, 1000 Student Services Building, 2420 Nicolet Drive,
Green Bay, WI 54311-7001. Once filed, this request becomes a permanent part of the student's record
until the student instructs the University, in writing, to have the request removed.
For purposes of compliance with FERPA, the University considers
all students independent.
FERPA for Parents
When your child was in elementary and high school, the Family Education Rights and Privacy Act (FERPA) gave you and
your child rights to access and control your child's educational records. Now that your child is in college, these same
laws transfer ownership of the records directly to your son or daughter.
According to FERPA, college students are considered responsible adults and are allowed to determine who will receive
information about them. While parents understandably have an interest in a student's academic progress, they are not
automatically granted access to a student's records without written consent of the student. Parents are encouraged to
consult with the student if academic information is needed. Your child may give permission for a third party to access
his/her records by filing a FERPA
Student Consent form (PDF).
However, if you claim your son or daughter as a dependent on your Internal Revenue tax forms, you are allowed to view
elements of your child's education record such as class schedule, grades, and dates of attendance; to gain access, you
have to complete and submit the Parental
Affidavit for Academic Information form (PDF). If your son or daughter is not listed
as a dependent, the only way you can receive this type of information directly from UWGB is if your child completes the
FERPA
Student Consent form (PDF) and requests that specified information be sent to you.
Questions About Access to Student Records
How can I get a copy of my student's grades?
The quickest, easiest way for you to receive information about your child's grades, financial statement, or other
student information is for him/her to provide it to you. Students can look information up online, print it off, and
give or e-mail a copy to their parents. Student records are available on their SIS account.
If I'm paying for my child's education, why can't I get a copy
of his records?
FERPA requires that access to a college student's records must be granted by approval of the student. You can, however,
receive information about your child if you submit proof that he/she is a dependent. Proof is considered to be a copy of
the most recent year's federal tax form showing that you claim your child as a dependent. The Parental
Affidavit for Academic Information form (PDF) must also be completed and submitted.
How do I get copies of the release forms giving me access
to grades and financial information?
Print, complete and mail the Parental
Affidavit for Academic Information form (PDF).
My student signed a release form. Can you e-mail a copy
of her transcript?
As a matter of policy, the University does not release private information over the phone or by e-mail.
My student signed the form. Why didn't I receive a copy
of his grades after fall semester?
The University doesn't automatically send information to third parties designated by the student. You will need to
request a copy of the desired information by sending a letter or fax with your signature. A request must be submitted
each time you want to receive protected information.
Does the release form grant me access to my son or daughter's
medical and counseling records?
FERPA regulations protect a student's "education records," which include grades, finances, and discipline records.
Physical and mental health records are covered by other University policies, federal law, and professional ethics.
In general, professionals working in these areas will not release student information except in emergency situations.
Your son or daughter can choose to release information from these records to a third party, but they may want to
release information on a case-by-case basis. They can talk to the Director of Health Services related to medical or counseling records or to the Dean of Students Office for discipline records.
Will I be contacted if my student is sick or hurt? What
if my child is in academic trouble, or facing disciplinary action?
In most cases, the University will not contact you or provide medical, academic, or disciplinary information without
your child's permission. In the case of an extreme emergency, where the health of your son or daughter is in serious
jeopardy, or if there is a concern that he/she poses a threat to him or herself or to someone else, the University will
contact you. As a general guideline, if your child is able to communicate about the situation, it is up to him/her to
decide whether and how to discuss the issues.
Isn't there a FERPA provision that colleges and universities
can contact parents if a student violates alcohol or drug policies?
FERPA regulations allow, but do not require, higher education institutions to provide notice to parents when a student
violates federal, state or local laws related to alcohol or drugs. University of Wisconsin-Green Bay policy states that
we can release this information to parents of children under the age of 21.
Where can I find out more about FERPA?
The U.S. Department of Education is responsible for overseeing FERPA. See the Department's Web site for additional
information: http://www.ed.gov/policy/gen/guid/fpco/ferpa/.
FERPA for Faculty & Staff
Rules to Live By
The following basic rules should be followed by UW-Green Bay faculty, staff, and student workers:
- FERPA recognizes a person enrolled in post-secondary education as a "student" and provides that individual certain rights,
regardless of age. Therefore, a parent does not have an inherent right to access his/her child's education records.
- Faculty, staff, and student workers have access to education records for the sole purpose of performing their jobs professionally
and responsibly. They have a responsibility to protect the confidentiality of education records in their possession, regardless of the
medium in which the records are presented.
- Education records are considered confidential and may not be released without the written consent of the student, with the exception
of unrestricted Directory Information. It is the responsibility of faculty, staff, and student workers to verify that student Directory
Information is not restricted before releasing it.
- School officials, including field supervisors for student teachers and student interns, must protect the privacy of education
records and not disclose personally identifiable information about a student or permit inspection of the student's records without his
or her written consent. The student's written signed consent must contain three elements:
- Specify the records to be released
Examples: grades; notes based on observations; general assessment of performance of student in a class or in a field-based experience
- Identify the party or class of parties to whom the records should be released
Examples: prospective employer, non-UW-Green Bay school official, scholarship committee member
- Indicate the reason for the release
Examples: as part of an application for employment, admission into a graduate program, application for a scholarship or grant
Note: A letter of reference written on behalf of a student by a cooperating teacher, supervisor, or other person does NOT provide
that person with the authorization to disclose educational records or to discuss the student's performance even if the letter welcomes
telephone calls or other inquiries about the student. The FERPA Student Consent form must be completed by the student prior to the
disclosure of this information.
Official transcripts of student academic records may be released only through the Registrar's
Office.
- Posting education records (e.g. grades) using the student's name, student ID number or any portion of the social security
number violates FERPA.
- In an emergency situation, a student may be reached through the Dean of Students Office.
- Any questions regarding FERPA guidelines should be directed to the Registrar's Office.
Have FERPA will Travel
FERPA training sessions are available on a traveling basis. We are willing to provide training to your staff at a time and
place designated by your office. The only requirements are a room set up for a Power Point presentation (including computer and
screen) and at least a week's notice. E-mail jacksonm@uwgb.edu for more information.
Resources
Additional resources for information regarding FERPA:
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