The Basics
What year was the FERPA put into place?
1974
Records directly related to a student that are personally identifiable and are maintained by the institution or a party acting for the institution are called:
Education Records
Which agencies must comply with FERPA?
All education institutions and agencies (even K-12)
Notes that are made and kept by one individual and are not accessible to all are not subject to FERPA. These notes are called:
Sole Possession Notes (However, if you share them, they are no longer exempt and can be released if requested)
Which office do I contact if I mistakenly commit a violation?
The Registrar's Office at registrar@northwoodtech.edu. Also, please contact us if you suspect someone else has committed a violation or you think a violation may occur.
Where can you find Northwood Tech's official FERPA policy?
It is located on the Connection in the President's Office - Policies & Procedures.
What is FERPA an acronym for?
Family Educational Rights and Privacy Act
Yes or No: In order to receive Federal funds under any program administered by the DOE, entities must comply with FERPA.
Yes! Some examples of funding include Title IV aid, Federal grants for research projects, etc.
Does FERPA pertain to minors, such as those students in Start College Now or Driver's Ed?
Yes. FERPA pertains to all students who have matriculated, regardless of their age. However, the Start College Now Application does include a FERPA waiver to allow the sharing of information between Northwood Tech and high schools, and students under 12 do not require a release to share information with their parents/guardians.
What happens if a college/university is found with a FERPA violation?
The institution can lose their Title IV funding
Is there a way for students to designate someone with whom college officials can interact?
Yes. Northwood Tech allows students to designate a proxy(s) that can interact with college staff.
The demonstrated "need to know" by school officials who act in a students' educational interest is known as:
Legitimate Educational Interest
Yes or No: FERPA requires institutions to send an Annual Notification of Rights to all students.
Yes.
Can Northwood Tech release non-directory information when students' health and safety are concerned?
Only if it is determined necessary to protect the health and safety of the student and/or other individuals. Call the Registrar's Office for assistance if a situation like this arises and we will help.
Who is the FERPA Officer at Northwood Tech?
The Registrar - Jami Koivisto
What is included in the education records, per FERPA?
These records include but are not limited to grades, transcripts, class lists, student course schedules, student financial information, and student discipline files. The information may be recorded in any way, including, but not limited to, handwriting, print, computer media, videotape, audiotape, film, microfilm, microfiche, and e-mail.
Information contained in an education record of a student "that would not generally be considered harmful" or an invasion of privacy if disclosed is called:
Directory Information
If a student's record is marked Confidential, can you still give out directory information?
No. If a student's record is marked confidential, they have filled out a Privacy Restriction form which prevents the college from releasing any information about the student.
Are postsecondary institutions required to provide information to military recruiters at their request?
Yes, but please send them our way...
Who has to adhere to FERPA?
All Northwood Tech staff and faculty who have access to student records.
What does FERPA govern?
The release of records maintained by the college and access to those records
At what point is one protected under FERPA at Northwood Tech?
Once a student has been admitted to Northwood Tech and a learner record has been created, they are protected under FERPA regardless of their registration status.
FERPA requires colleges/universities to have a way for students to opt out of directory information release. What is this called at Northwood Tech?
FERPA Authorization Release/Restriction. The forms can be found on the Northwood Tech - FERPA webpage.
Yes or No: Providing lists of students who are eligible for honors society membership or to alumni foundation is a violation of FERPA.
NO. UMES employees who serve as the contact for an honor society or a foundation CAN have access to do your job, but you cannot distribute these records to outside parties.
List 3 things you can do on a daily basis to reduce the likelihood of a FERPA violation.
There are many tips and tricks you can do to protect student privacy and data. Let's hear some of your great ideas!