Student Records 101
The official keeper of this type of student data.
Who is the Registrar?
This federal law protects the privacy of student education records.
What is FERPA?
This office is responsible for billing students and processing payments.
What is the Bursar?
This is the process where a student signs up for their courses.
What is registration (or enrollment)?
FERPA stands for this.
What is the Family Educational Rights and Privacy Act?
This official document lists a student's completed courses, grades, and credits.
What is a transcript?
Under this policy, student information generally cannot be shared without this from the student?
What is written consent?
This role helps students choose courses and stay on track toward completing their program.
What is an advisor (or academic advisor)?
After registering, students must gain access to this platform to begin their coursework.
What is the LMS (learning management system)?
This type of information, like a student's name or enrollment status, may be shared unless the student opts out.
What is directory information?
The Registrar is responsible for maintaining the accuracy of these for every student.
What are student academic records?
This policy requires students to meet specific academic standards to maintain financial aid in some institutions.
What is SAP? (Satisfactory Academic Progress)
The Registrar relies on this role to ensure courses are properly set up and accessible to enrolled students.
What is the Academic Systems Administrator?
At AOEU, after completing coursework, this step ensures the student's credits are officially recorded and reflected on their transcript.
What is posting grades?
Talking about a student's grades with a coworker who has no role in their education is allowed under FERPA.
What is false?
This process involves reviewing a student's record to confirm that they have met all requirements for graduation.
What is a graduation or degree audit?
To update their legal name in the system, students must follow this policy, which includes submitting a government-issued ID.
What is the name change policy?
The Registrar works with this role to determine if there is enough faculty scheduled to support course registrations.
What is the Chair of Faculty Development?
This document answers most students' questions but is rarely read.
What is the academic catalog?
This requirement allows school officials to access student records only if they need their information to perform their job duties.
What is legitimate educational interest?
This term refers to the permanent, official version of a student's academic history maintained by the institution.
What is the official academic record?
This policy requires a student to submit an unofficial transcript and course syllabus for review.
What is the transfer credit policy?
The Registrar works with this leader to align enrollment processes and student records with institutional goals.
Who is the Dean of Enrollment Services
This is what the registrar silently says after answering the same question for the 25th time?
What is "it's in the catalog/syllabus/online?"
A staff member without a clear job-related need requests access to a student's record-under FERPA, the Registrar should do this.
What is deny access?