As you know, one of our concerns at Simpson College is protecting the information of each of our students, faculty, and staff.  FERPA provides certain laws we must follow (see page 16 in the ’03-‘05 catalog).  We list the following "rules of thumb" as a reminder:

To avoid violations of FERPA rules, DO NOT:

...ever link the name of a student, faculty, or staff member with that person's social security number in any public manner.

...leave graded tests in a stack for students to pick up by sorting through the papers of all students.

...discuss the progress of any student with anyone other than the following: the student; the student's parents; a Simpson faculty member or staff who need to know for academic reasons.  To discuss the student's progress with anyone else requires the consent of the student.

...provide anyone with lists of students enrolled in classes for any commercial use.

...provide anyone with student schedules or assist anyone other than college employees in finding a student on campus.

…disclose any information of a student other than directory information to anyone asking for it without prior approval from the student or by a legally proffered subpoena.  (Directory information includes: name, permanent address, date of birth, campus box, campus phone, class, dates enrolled, major or interest, date of graduation, or lack of a graduation date.)

…do not leave out on your desk in plane sight student files or any print-outs that might have the student’s SSN or ID #.

…do not give privacy protected information over the phone.

 

To comply with FERPA, DO:

…when in Colleague, do make certain that you have logged out of a student’s records before leaving your desk.

…request to see Student ID when a student is requesting information protected by FERPA.

…require all requests for such information be signed for by the student whose information is requested.

…cover all files and records on your desk so that they are not in plain sight.

…when leaving your office make certain all files containing private information are protected and secured.

…when in doubt, always err on the side of caution.

…if parents or others allowed by FERPA request student information, require of parents a signature as well and then inform the student of the request made for their records.  (College employees who need the information are not required to sign for it, nor do we need to inform students every time an employee checks their records.  This is considered to be in the realm of legitimate educational interest required to carry on the business of the college.)  Also note that parents are only afforded the right to inspect a student’s records if the student has given permission, or if the student is still a dependent, or of the student is a minor (under 18), or the student has not signed a form specifically denying parents access.

 

Remember, when in doubt, always err on the side of caution and call 961-1517.