FERPA for Faculty

DIRECTORY HOLD/CONFIDENTIALITY FLAG

Directory Holds/Confidential flags are available for students who want to prevent the release of directory information.  Students who choose to place this status on their account have indicated that no information about their record, including directory information, should be provided without their express written consent.

You will see notations next to students names "confidential" in UAOnline and also in banner.  These students names should not be included in department publications.

 

POSTING GRADES

The public posting of grades either by the student's name, institutional student identification number or social security number, without the student's written permission, is a violation of FERPA. Even with names obscured, numeric student identifiers are considered personally identifiable information and therefore violate FERPA. Instructors can assign students unique numbers or codes that can be used to post grades. However, the order of the posting must not be alphabetic.

 

RETURNING ASSIGNMENTS

Leaving personally identifiable, graded papers unattended for students to view is no different from posting grades in the hallway. If these papers contain "personally identifiable" information, then leaving them unattended for anyone to see is a violation of FERPA if the instructor has not obtained the written permission of each student to do so. A possible solution would be either to leave the graded papers (exams, quizzes, and homework) with an assistant or secretary who would ask students for proper identification prior to distributing them or leave them in a sealed envelope with only the student's name on it.

 

SENDING GRADES TO STUDENT

Instructors can notify students of their final grades via the U.S. Mail if the information is enclosed in an envelope. Notification of grades via a postcard violates a student's privacy. Notification of grades via UAA e-mail is permissible.

 

ACCESS TO STUDENT RECORD

Faculty members are normally considered "school officials." But, the faculty member will have to demonstrate "a legitimate educational interest" in their request to access student records, e.g. advising student, retention study, etc. However, faculty do not have access to student academic records unless their normal job duties specifically require access.

 

PARENTS REQUESTING INFORMATION

Such things as progress in a course, deficiencies in a subject area, scores and grades on papers, exams, etc. are all examples of personally identifiable information that make up part of the student's education record. This information is protected under FERPA and the parents may not have access unless the student has provided written authorization that specifically identifies what information may be released to the parent(s).

 

CRISIS SITUATION/EMERGENCIES

If non-directory information is needed to resolve a crisis or emergency situation, an education institution may release that information if the institution determines that the information is "necessary to protect the health or safety of the student or other individuals." Factors considered in making this assessment are: the severity of the threat to the health or safety of those involved; the need for the information; the time required to deal with the emergency; and the ability of the parties to whom the information is to be given to deal with the emergency.

 

LETTER OF RECOMMENDATION

Written permission of the student is required for a letter of recommendation if any information included in the recommendation is part of the "education record" (grades, GPA and other non-directory information).

 

Who to Contact with Questions/Concerns?

Who can parents call if they have additional questions about student privacy rights at the University of Alaska Anchorage?

Lora Volden, University Registrar

llvolden@uaa.alaska.edu
(907)786-1560