IACRAO 73 rd ANNUAL MEETING

IACRAO73RD ANNUAL MEETING

FERPA: Review of Final Regulations

Dennis J. Hicks, M.Ed.Registrar, Indiana University EastSession 7.3Tuesday, October 23, 20128:45 a.m. – 9:35 a.m.

Introduction

FERPA – Review of Final RegsMaterial stolen adaptedfrom presentation by:

LeRoy Rooker, Former Director, Family Policy Compliance Office, Dept of

EducationAACRAO Senior Fellow

[email protected]

mailto:[email protected]

Introduction cont’d

FERPA – Review of Final RegsWhat kind of IACRAO conference would this be if we didn’t have some FERPA updates?

The U.S. Department of Education published its long –awaited final rule on the Family Educational Rights and Privacy Act (FERPA) in the December 9, 2008 issue of the Federal Register. The new regulations took effect on January 8, 2009.

FERPA: Review of Final Regs

Primary Rights of Students under FERPA Right to inspect and review education records Right to seek to amend education records Right to have some control over the disclosure of

information from education records

99.3 FERPA Definitions (Partial) “Education records” are records that are:

1. Directly related to a student and2. Maintained by an educational agency or institution or by

a party acting for the agency or institution.


Definitions , cont’d

“Record” means any information maintained, in any medium, including, but not limited to: Handwriting Video or audio tape Computer Film Print Microfilm and/or microfiche


Definitions , cont’d

“Student” means any individual who is, or has been, in attendance, and for who the institution maintains education records.


Attendance: formerly defined to include attendance in person or by correspondence.

New regs added other situations in which students are not physically present on a campus, but attend class in another manner, such as: video conference, satellite, internet, other electronic information and telecommunications technologies

New verbiage ensures that individuals receiving instruction through distance learning and other contemporary modalities are understood to be students whose records are protected under FERPA.

FERPA: Review of Final RegsEducation records involving “former

students.” The department reiterates its long-standing

distinction between records … created or received by an educational

institution that are directly related to the individual’s attendance as a student, versus

those records which are not related to attendance as a student.

FERPA: Review of Final RegsEducation records involving “former

students.”

In the first situation, those records (directly related to attendance) would be defined as “education records” under FERPA.

In the second, “personally identifiable information, related solely to a student’s activities as an alumnus of an institution ,is excluded from the definition of education records.”


Directory Information: formerly defined as “information that would not generally be considered harmful or an invasion of privacy if disclosed.”

Some items were listed specifically, but no items were listed as prohibited from being designated as directory information.

New regs specifically prohibit the designation of a student’s social security number (SSN) as directory information. They also prohibit the designation ofthe student identification number (SIN) except…


Directory Information cont’d New regs permit the designation as directory

information a student’s “user ID” or other unique personal identifier used to access or communicate in electronic systems when that identifier functions as a name, and cannot be used without some other authentication factor (such as a secret password or PIN) to gain access to education records.

New verbiage ensures that schools are able to use electronic information systems to deliver certain student services.

FERPA: Review of Final RegsPersonally Identifiable Information

Formerly defined to include student’s name and other personal identifiers, as well as indirect identifiers, such as the address of the student or personal characteristics or other information that would make the student’s identity “easily traceable. “

Former regulations , however, did not define “easily traceable.”

FERPA: Review of Final RegsPersonally Identifiable Information

Revised regulations delete the non-defined term “easily traceable” and modified the definition to include “other information that would allow a reasonable person in the school or its community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty.”


Personally Identifiable Information

New regs add “biometric record” to the list of personal identifiers. A record of one or more measurable biological or behavioral characteristics that can be used for automated recognition of an individual (fingerprints, retina and iris patterns, voiceprints, DNA sequence, facial characteristics, and handwriting).

New regs now list additional indirect identifiers, such as date and place of birth and mother’s maiden name as personallyidentifiable information.


Disclosure

Formerly defined disclosure as permitting access to or the release, transfer, or other communication of information from education records to any party by any means. Prohibited disclosing education records back to the original provider of the records.

New regs changed the definition of “disclosure” to permit the return of an education record to the provider or creator of the record.


Disclosure (cont’d) Changes in the FERPA regs now allow an

institution to return a questionable document (such as possibly falsified transcripts or letters of recommendation) to the purported sender for verification of the information in the document.

New regs also now allow an institution to access information it originally provided to a State consolidated record system without violating prohibition on re-disclosure.


Redisclosure of education records by Federal and State officials

Former regulations did not permit Federal and State officials to redisclose education records.

New regs permit these officials to redisclose education records under the same conditions as other recipients of education records.

FERPA: Review of Final RegsRedisclosure of education records by Federal and

State officials (cont’d)

A State educational agency that received records for audit, evaluation, or compliance and enforcement purposes would be permitted to redisclose records for other qualifying purposes, such as: forwarding records to a student’s new school district to another listed official, including the Secretary, or a

postsecondary authority to an accrediting agency in connection with a health or safety emergency.

FERPA: Review of Final RegsAuthorized disclosures w/out prior written consent

“Other school officials” Former regulations permitted disclosure of education

records to school officials within the agency or institution if the official had been determined to have a legitimate educational interest in the records.

Former regulations did not directly address disclosure of education records to contractors, consultants, volunteers, and other outside parties providing services and functions or otherwise acting for an agency or institution.

FERPA: Review of Final RegsAuthorized disclosures w/out prior written consent

(cont’d) New regs expanded the school official exception to include

contractors, consultants, volunteers, and other outside parties to whom a school has outsourced services or functions under certain circumstances. The party is under the direct control of the school; The party is subject to the same conditions governing the

use and redisclosure of education records applicable to other school officials; and

Your definition of school official in your annual notification to students is expanded to include this information.

FERPA: Review of Final RegsDisclosure to a school where student

seeks or intends to enroll Under certain circumstances, former regs permitted a school

to disclose education records to another school where the student sought, or intended, to enroll.

Former regulations did not address whether a school was permitted to disclose education records after a student had actually enrolled in another school.

New regs clarify that the authority to disclose or transfer education records to a student’s new school continues after actual enrollment so long as the disclosure is in connection with the student’s enrollment.

FERPA: Review of Final RegsOrganizations conducting studies

Former regulations stated that a school may disclose education records to organizations conducting studies “for, or on behalf of” the disclosing school but did not explain what that meant.

New regulations clarify that a school does not have to initiate the research request, nor agree with, or endorse the conclusions of the study. The school must however, agree with “the purpose of the study” and “retain control over the information” from the education records it discloses.

FERPA: Review of Final RegsOrganizations conducting studies

The school must have a written agreement with the receiving organization that specifies: the purpose of the study; the information may only be used to meet the purpose

of the study stated in the agreement; the requirement for destruction of the information

when no longer needed; clarify requirements that information disclosed under

this exception is used only to meet the purpose of the study, and that all re-disclosure and destruction requirements are met.


Ex parte court orders under USA Patriot Act

Former regulations did not address amendments to FERPA under the USA Patriot Act.

Regulations implement the authority for the U.S. Attorney General to apply for an ex parte court order that permits the Attorney General to collect education records from a school that are relevant to an investigation or prosecution of an act of domestic or international terrorism.

Regulations permit the disclosures without consent or notice to the student. Implements a new exception to FERPA’s consent

requirement contained in the USA Patriot Act.

FERPA: Review of Final Regs Registered sex offenders

Former regulations did not address changes made to FERPA by the Campus Sex Crimes Prevention Act .

Revised regulations implement a new exception to FERPA that permits schools to disclose information received under a community notification program concerning a student who is required to register as a sex offender in the State. Implements a new exception to FERPA’s consent

requirement contained in the Campus Sex Crimes Prevention Act.

FERPA: Review of Final RegsDe-identification of information

Former regulations permit release of information without consent from education records if all personally identifiable information has been removed.

Revised regs provide objective standards to inform schools when information releases may be considered to be de-identified.

Regulations apply to individual, redacted records and statistical information from education records in both student level and aggregate form.

Regulations clarify the permitted use of de-identified data releases for research purposes.

FERPA: Review of Final RegsIdentification and authentication of

identity

Former regulations did not address how a school must ensure that it has identified a party to whom it discloses education records.

New regulations require a school to use reasonable methods to identify and authenticate the identity of parents, students, school officials, and other parties before disclosing education records.

FERPA: Review of Final RegsIdentification and authentication of identity

Identification means determining who is the intended or authorized recipient of the information.

Authentication means ensuring that the recipient is who he or she claims to be.

Regulations permit use of PINs, passwords, personal security questions; smart cards and tokens; biometric indicators; or other factors known or possessed only by the authorized recipient. Clarifies identification and authentication requirements,

particularly in complex electronic record storage and transmission environments.


Health and safety emergency Former regulations permitted disclosures if knowledge of the

information is necessary to protect the health or safety of the student or other individuals.

Former regulations required this provision to be “strictly construed.”

New regulations remove the strict construction. New regs permit a disclosure when a school, taking into

account the totality of circumstances, determines there is an articulate and significant threat to the health or safety of the student or other individuals.

Provides better balance of safety and privacy interests.


Former students – Opt Out Provision

Former regulations permitted disclosure of directory information on former students without providing notice or additional opt-out opportunities.

New regulations clarify that a former student’s opt-out, initiated while still a student, must continue to be honored unless specifically rescinded by the former student.

Provides better understanding of ability to disclose directory information of former students.

FERPA: Review of Final RegsStudent identification and communication in class

Former regs did not address whether an opt-out from directory information also applied within the classroom .

New regulations provide specific notice that an opt-out from directory information does not prevent a school from identifying a student by name or from disclosing an electronic identifier or institutional email address in the classroom.

New regs clarify that a student’s opt-out from directory information does not include a right to be anonymous in the classroom, or to impede routine classroom communication and interactions.


Prohibition on use of SSN’s to identify students when disclosing or

confirming directory information

New regulations clarify that SSN’s may not be used to identify a student when disclosing or confirming directory information.

Clarify that use of SSN to identify a student to disclose or confirm directory information creates an improper disclosure of the student’s SSN.

AACRAO’s FERPA Guru

LeRoy S. RookerSenior Fellow

AACRAOOne Dupont Circle, NW

Washington, DC 20036-1135(202) 293-9161 x. 1059

[email protected]


For technical assistance and advice to school officials:Family Policy Compliance Office

U.S. Department of Education400 Maryland Avenue, SW

Washington, DC 20202-8520(202) 260-3887 (telephone)

(202) 260-9001 (fax)[email protected]

http://www.ed.gov/policy/gen/guid/fpco/index.html


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IACRAO 73 rd ANNUAL MEETING