The Cal Lutheran

Family and FERPANew Student Orientation

2008

What is FERPA?• Family Educational Rights and Privacy Act (1974)

– Also known as the Buckley Amendment

• Federal Law which prohibits universities from disclosing student educational records/ information to anyone but the student.

• In GENERAL, CLU must have written permission from the student before releasing information from the student’s record.

• No one is exempt from the rules of FERPA.

Why this presentation?

• To provide an opportunity to discuss policies

• To educate families on protecting their student’s privacy.

• To explain how families can receive the information they need.

FERPA gives students 5 rights

• The right to inspect and review educational records.

• The right to seek the amendment of educational records.

• The right to consent to the disclosure of educational records.

• The right to obtain a copy of CLU’s FERPA policy.

• The right to file a complaint with the FERPA Office in Washington D.C.

Educational Records Include:– Demographic Information– Admissions Records– Grades– Class Schedules Printed

Class Lists– Graded Test Papers– Attendance to Classes– Judicial Outcomes– Room Assignments

Educational Records Do Not Include:– Records of public safety

office which are maintained for law enforcement purposes.

– General Directory Information

– NCAA Statistics

What is an Educational Record?

Any information that is maintained by an institution which directly relates to a student.

Wait a minute…I’m paying for this?

Family Rights– When a student reaches the age of 18 OR begins

attending a postsecondary institution regardless of age, FERPA rights transfer to the student. Therefore, families may only obtain educational records information under the following circumstances:

• The families provided documentation certifying that the student is a legal dependant, 25 years or younger. OR

• The student signs a consent form.

FERPA & Academic Affairs

• A standardized form is not available for the release of academic information.

• Although academics are the sole responsibility of the student, we are happy to work with family members to best serve the needs of the student.

• Faculty cannot distribute student information regarding academic progress, attendance and grades.

FERPA & Residence Life• A customized form is available for the release

of residential information. The Residence Life office is prohibited from releasing information regarding:

• Room Assignments• Personal Information• Phone Numbers• Roommate Conflicts

• A student Resident Advisor is a CLU employee and must also adhere to FERPA.

FERPA & Judicial Affairs• The office of Judicial Affairs cannot release

information to family regarding:• Incident Reports• Outcomes of Judicial Hearings• Sanctions assigned as a result of a violation

In a situation where the student’s health, safety, or well being has been compromised, Judicial

Affairs has the right to inform families.These situations include:

– 2nd alcohol violation for a student under 21.– 1st drug violation for a student under 21.– Violation of policy that compromised the health and safety of the

student or others.

FERPA & Peer Advisors

• Peer Advisors have limited information about students, as they are not considered university employees and therefore are only given access to necessary information for their role on campus.

• In general, Peer Advisors will only share general information about the university and general student situations, rather than the specifics of an incident involving your student.

FERPA & the Student Accounts/ Financial Aid

Office• A standardized form is available for the

release of account and financial aid information.

• The Student Accounts office and Financial Aid office will not release information without a signed form and strongly encourage the students to do so.

FERPA & HIPAA• Students may sign a Release of Information

form that will allow Health Services to speak with families regarding their health care. The form is available at Health Services.

• Due to patient privacy laws and HIPAA, Health Services are not able to give information about whether your students made an appointment.

• They are unable to discuss your student’s visit or health problems with anyone, including families, without the student’s consent.

What is my student learning about FERPA?

• Students are being asked to review and sign the Student Account Release of Information Form.

• They are learning of their rights under FERPA.

• They are being asked to initiate a conversation with their families about the dissemination of information.

• Students are being given a form to sign for Student Accounts and Financial Aid.

Don’t forget these important ideas!

• Don’t forget that you can call us to inform us of your concerns.

• This is a great conversation to start with your students.

• If the student requests that no information is released, than NO Information will.

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

Questions regarding FERPA at CLU:http://www.callutheran.edu/registrar/

Questions concerning individual offices should be addressed to those respected

offices.

What’s Up Next?

• 2:00-2:50 pm Family Session– Stay in your seats

• 3:00-4:30 pm Freshman Families– Meet Your Student’s Mentor– Proceed to the assigned room found in your

schedule booklet

• 3:00-4:30 pm Transfer Families– CLU Transfer 201 and Transfer Family Connection– Lundring Event Center