Comprehensive Guide to Understanding FERPA at Allen University

The Family Educational Rights and Privacy Act (FERPA)

The Family Educational Rights and Privacy Act, often cited alongside the Buckley Amendment, serves as a federal law aiming to safeguard the confidentiality of student educational records. Mandated under 20 U.S.C. § 1232g; 34 CFR Part 99, FERPA is applicable to all educational institutions that benefit from federal funding through any program overseen by the U.S. Department of Education.

Under FERPA, student educational records are defined as records, files, documents, or any other materials that contain information explicitly related to a student and are preserved by an educational entity or its agents. This act asserts that external individuals shall not have the right to access a student's educational records. Moreover, the educational institution is prohibited from disclosing any information contained in those records without acquiring written consent from the student. Nonetheless, certain exclusions are allowed, including permitting specific institutional personnel with a legitimate educational interest to examine the records, or the release of records during emergency situations to safeguard the health or safety of the student or other individuals.

Parental and Spousal Access to Records

FERPA rights are transferred to students once they turn 18 or commence studies at a post-secondary institution. Consequently, parents lose their inherent right to access their child's educational records, even if the child remains financially dependent on them. The law is unequivocal on this matter.

Similarly, spouses have no FERPA-sanctioned rights to access the educational records of their partners, as they are considered unrelated third parties under this federal law.

Directory Information

Under the guidelines laid down by FERPA, directory information is data that is not typically viewed as harmful or intrusive if disclosed. According to Allen University's policies, the following constitutes directory information:

  • Student's Name

  • Enrollment Status

  • Major Area of Study

  • Academic Classification (e.g., freshman, sophomore)

  • Involvement in Official Activities and Sports

  • Physical Statistics of Athletes

  • Attendance Dates

  • Degrees and Honors Earned

  • Photographic or Digital Representations

Importantly, FERPA gives students the right to restrict the release of such directory information. If a student chooses to do so, they must inform the Registrar's Office by the first day of class of each academic year by submitting an Information Disclosure Request Form.

Responsibilities of Allen University Employees

According to FERPA guidelines, only university officials possessing a legitimate educational interest are permitted to review student records without the student's written consent. As an employee, you have a significant role in upholding the integrity and confidentiality of student records. FERPA governs the appropriate use and handling of such sensitive data. Should you receive a request for student information from anyone not authorized to access it, this request should be forwarded to the Registrar’s Office or the Vice President of Student Affairs. Unauthorized disclosure is strictly against the law and can lead to legal consequences.

Student Employees and Committee Members

Student employees are placed in a unique position of trust regarding the security of educational records. They must adhere to specific responsibilities, such as not making illicit use of any information they access and not allowing anyone else to benefit from confidential information. Failure to uphold these standards can result in immediate reporting to the supervisor and could entail further disciplinary actions.

Students serving on committees have a similar responsibility for the confidentiality and security of student records. Unauthorized access or disclosure is considered a violation of FERPA, warranting appropriate action.

Additional Points to Consider

  • Verify picture identification before releasing educational records.

  • Confirm the student's consent for disclosure.

  • Discussing a student's record without proper authorization is strictly prohibited.

  • Use of confidential student information for personal gain is a FERPA violation.

  • Leaving visible or audible confidential information unattended is also a violation.

  • Any violation of FERPA could result in legal repercussions and the potential loss of federal funds to Allen University.

Queries and Additional Information

For any questions or concerns about FERPA, you are encouraged to visit the official FERPA website for further clarification.

By being aware of and adhering to FERPA regulations, you help create a secure and respectful educational environment at Allen University. Thank you for your cooperation.