FERPA Guide for Staff

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.

 

WHO CAN RELEASE STUDENT INFORMATION?

An institution may disclose personally identifiable information without the student's written consent to "school officials" whom the institution has determined to have a "legitimate educational interest".

 

OBLIGATION TO RELEASE RECORD INFORMATION

An institution is not obligated to release directory information to anyone.  FERPA only states that an institution MAY release information, but there is no obligation to do so.  When in doubt, do not release information.

 

DECEASED STUDENTS

The privacy rights of an individual expire with that individual's death. Records held by an institution for a deceased person is not a FERPA issue but a matter of institutional policy. UAA will exercise its own discretion in deciding whether, and under what conditions, information should be disclosed to survivors or third parties. Please contact the Office of the Registrar with any questions. 

 

STUDENT WORKERS

FERPA does not preclude an institution from identifying students as "school officials" with a "legitimate educational interest" for specific purposes. The same requirements and responsibilities for a full time school official exist for student workers. The student workers must be trained on FERPA just as if they were faculty or staff.

 

FRATERNITIES/SORORITIES

Many fraternities and sororities maintain scholarship committees, academic excellence awards and related types of activities that are based upon personally identifiable information. However, fraternity and sorority members in charge of these activities are not "university officials" and may not have access to student record information, unless the student has provided written authorization.

 

FINANCIAL HOLDS

Students have the right to inspect the contents of their student record, regardless of their financial status with the institution. However, an institution is NOT REQUIRED to release an official transcript, or copies from this record if the student has a past due account.

Faculty and staff should confirm whether a student has any obligations to the university before providing references or verifying coursework to another institution.

 

SUBPOENAS

At UAA, all subpoenas are first reviewed by the Office of the Registrar to determine the appropriate course of action.

 

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 to be considered or questions to be asked in making a decision to release such information in these situations are: (1) the severity of the threat to the health or safety of those involved; (2) the need for the information; (3) the time required to deal with the emergency; (4) the ability of the parties to whom the information is to be given to deal with the emergency.

The campus Emergency Response Team will determine what should be released in these circumstances and be responsible for the appropriate record keeping.

 

 

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