The Basics
What year was the Family Educational Rights and Privacy Act (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.
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?
Office of the Registrar at registrar@sunysuffolk.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 SUNY Suffolk's official FERPA policy?
It is located on the Registrar webpage under Student Privacy Rights.
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!
Can SUNY Suffolk 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. That decision is made by the Dean of Students in collaboration with VP of Student Affairs, Office of Legal Affairs and Public Safety. Call the Dean of Students for assistance if a situation like this arises and we will help.
What happens if the College is found with a FERPA violation?
The College can lose Title IV funding.
Is there a way for students to designate someone with whom College officials can interact and release information to?
Yes. SUNY Suffolk allows students to complete an Authorization to Release Education Information to allow designated individuals access to information in a student's education records.
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.
If a university student under this age violates alcohol or controlled substance policies, the university may notify the student's parents without consent.
21 years old - Beau's Law
Who is the FERPA Privacy Officer at SUNY Suffolk?
The Registrar
Grade reports, transcripts, and disciplinary files are all examples of this.
An education record.
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, the College does not release any information about the student.
Are postsecondary institutions required to provide information to military recruiters at their request?
Yes, but please send any requests to our way and we will work with the Office of Veterans Affairs.
SUNY Suffolk has how many days to establish an appointment so a student can review their official records?
45 days which is in alignment with the Federal requirement.
What does FERPA govern?
The release of education records maintained by the College and access to those records.
At what point is one protected under FERPA at SUNY Suffolk?
Once a student has been enrolled and begins attending, they are protected under FERPA.
FERPA requires colleges to have a way for students to opt out of directory information release. What is this called at SUNY Suffolk?
Request to Prevent Disclosure of Directory Information. The forms can be found on the Office of the Registrar website, under Student Privacy Rights.
Yes or No: Providing lists of students who are eligible for honors society membership or to alumni foundation is a violation of FERPA.
NO. SUNY Suffolk 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, and data sharing protocols must be followed.
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!