| Calendar | Directories | FAQS | KATS | Home | Site Map |
FERPA Guidelines for Faculty and Staff
Guidelines for Faculty and Staff
Faculty and staff members play a key role in the protection
and integrity of student records. It is incumbent upon them to maintain,
report and make
available information
included in student educational records in compliance with the requirements
of FERPA (Family
Educational Rights and Privacy Act of 1974, as amended) and the Student
Records Policy.
1. Requests for information from the educational record of a student should
be referred to the proper educational record custodian.
2. Private notes of a faculty/staff member concerning a student and intended
for the faculty/staff member's own use are not part of the student's educational
record, provided they are kept separate from the student’s educational
records. Only those individual student records that are necessary to fulfill
professional
responsibilities should be kept. Private records of faculty/staff and ancillary
educational personnel are to be kept in the sole possession of the maker
and are not to be accessible or revealed to any other person, except a
substitute.
3. Requests for information from the educational record custodian must
not be made without a legitimate educational interest and the appropriate
authority
to do so.
4. Student scores or grades may not be displayed publicly in association
with names, social security numbers or other personal identifiers. Some
other code
known only to the instructor and the individual student may be used to
post grades/scores.
5. All papers or lab reports containing student names and grades should
be secured. Students should not have access to the scores and grades of
others
in the class.
6. Factual information regarding grades and performance in an educational
record may be amended when the student is able to provide valid documentation
that
information is inaccurate or misleading. See Review
and Challenge of Records.
7. Student educational record information is not to be shared, including
grades or grade point averages, with other faculty or staff members of
the University
unless their official responsibilities identify their "legitimate educational
interest" in that information for that student.
8. Information from student educational records, including grades, grade
point averages, and letters of recommendation should not be shared by
phone or correspondence
with parents or other parties outside the institution, without written
permission from the student.
9. Information from medical, psychiatric, or psychological reports; records
from law enforcement officials on or off the campus; or notes of a
professional or staff person which are intended for that individual
alone are not
to be included in a student's educational records or made available
to him/her,
or
to a third party.
10. FERPA enforcement may include sanctions as severe as the withholding
of federal funding. Civil litigation against individuals for alleged
FERPA violations
is also possible.
For more on Directory Information and the Kansas State University Student Records Policy.
Kansas State University