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FERPA for Faculty and Staff
Student Privacy Rights Under FERPA
The University of Scranton recognizes the privacy rights of students and former students as guaranteed by the federal Family Educational Rights and Privacy Act (FERPA) of 1974. FERPA governs release of, and access to, student education records.
The University considers the following elements of student education records to be directory information:
- Name, former name, date and place of birth/age, major fields of study, email address, class level, address (local and permanent), photograph, dates of attendance, enrollment status, campus employment, degrees, awards, academic honors, telephone number (campus/local and permanent), weight and height of members of athletic teams, participation in officially recognized activities and sports, expected and actual dates of graduation.
Directory information, as defined above, may be disclosed without the student’s consent unless the student has prohibited the disclosure of student directory information. Students who have chosen to prohibit the disclosure of student directory information have a "confidential" indicator on their student records.
Aside from these considerations, University of Scranton faculty and staff may not disclose personally identifiable information (PII) from student education records without the student’s written consent. Non-directory, PII educational record information, includes, but is not limited to, course enrollment activity, credit totals, research activity and projects, grade data, academic standing and g.p.a. information, internship/residency placements, academic integrity/disciplinary action information, etc.
Letters/Statements of Recommendation
A student who seeks a letter or statement of recommendation from a University (School) Official must authorize the action by completing the FERPA Authorization Form for Letters/Statements of Recommendation. Students are instructed to read, complete and sign the form before delivering it to the School Official(s) from whom the student seeks a letter of recommendation or reference. A separate form must be submitted for each recipient of the letter or reference. It is recommended that the School Official retain the authorization form for at least one (1) year.
Questions regarding FERPA or the authorization form may be directed to the Office of the Registrar.
FERPA Training Resources and Tips
The Department of Education has several FERPA training resources, including:
- an online training course for college and university personnel was developed by the Student Privacy Policy Office's Privacy Technical Assistance Center as an introduction to the Family Educational Rights and Privacy Act (FERPA), and its requirements relating to the privacy and security of Personally Identifiable Information (PII) in student records;
- a resource page for post-secondary school officials.
FERPA Tips:
- Do not post grades or return graded materials in a manner that would allow one student to learn the grade of another.
- Use your UofS email and the student's UofS email when communicating with a student.
- Utilize the BCC feature and student UofS email accounts when mass-emailing a group of students (by emailing yourself, and blind copying all of the students) or create a distribution list in order to keep the email addresses unviewable to others and secure within the official university email account system.
- Do not look up academic record information about a student unless it is part of your specific job duties.
- Share student information within the University only with those who have a "legitimate educational interest." (Those with a "legitimate educational interest" are University employees who have a need to know in order to carry out their official job duties.)
- If in doubt, don't give it out!