FERPA for Faculty

Posting grades

The public posting of grades either by the student's name, institutional student identification number (SID) or social security number, or any part of the student's name, SID or social security number, 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 also considered a violation of FERPA.  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.

Sending grades to students

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 email is not advised as there is no guarantee of confidentiality.

Access to student records

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 students, retention study, etc. However, faculty will 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). The written authorization must be kept on file in the Registration office.  Parents requesting this type of information should be referred to the Registrar's office.

Crisis situations/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.

Letters 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).