FERPA Issues for Faculty

• How may I post class grades?
• Are there restrictions on returning assignments and examinations?
• Can I send final grades to students?
• Can I access student records?
• How do I know if a student has restricted access to his/her directory information?
• What if parents call me requesting information?
• Are there restrictions on writing letters of recommendation?
• What about crisis situations or emergencies?
• Whom do I contact with questions or concerns?

How may I post class 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.

Are there restrictions on returning assignments and examinations?
Leaving personally identifiable, graded papers or examinations 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. Possible solutions 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 to leave them in a sealed envelope with only the student's name on it, to be released to the student with proper identification.

Can I send final grades to students?
Instructors can notify students of their final grades via the U.S. Postal Service if the information is enclosed in an envelope. Notification of grades via a postcard violates a student's privacy. Notification of grades via the University Web site is permissible.

Can I access 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 do not have access to student academic records unless their normal job duties specifically require access.

How do I know if a student has restricted access to his/her directory information?
Directory information includes student's name; USD e-mail address; major field of study; dates of attendance; degrees, honors, and awards received; and participation in officially recognized activities and sports. The student's request to restrict directory information is filed with the appropriate Registrar's Office. Beginning July 1, 2003, the status is indicated on the Academic Record (aka "AR") in the upper left corner of the form immediately under "Advisor" as "Release Directory Info." "No" indicates that the student has requested a hold on all directory information, and you can reveal nothing about the student to any requestor, including the fact that the student attends USD.

What if parents call me 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 by FERPA.

Students may grant their parents (or others) permission to access their educational records by filing an Student Information Release Authorization form with the appropriate Registrar's Office. Alternatively, parents or guardians who wish to obtain access to their student's education records may file a Request for Release of Education Records form with the appropriate Registrar's Office.

Beginning July 1, 2003, the status is indicated on the Academic Record (aka "AR") in the upper left corner of the form immediately under "Advisor" as "Release Academic Info to Parents." "Yes" indicates that the parent is authorized to discuss the student's records with you.

Are there restrictions on writing letters or 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 records" (grades, GPA and other non-directory information). Ask the student to complete the Authorization for Recommendations and References form and give you a copy. The authorization remains in effect until it is cancelled by the student in writing.

What about crisis situations or 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.

Whom do I contact with questions or concerns?
General questions may be directed to the appropriate Registrar: the University Registrar for undergraduate and graduate students, and the Law School Registrar for law students. Comments or suggestions from undergraduate and graduate students or their parents should be addressed to The Registrar Susan Bugbee, bugbee@sandiego.edu, (619) 260-4557, Founders Hall 113. Comments from law students should be addressed to Law School Registrar Marjorie Zhou, mzhou@sandiego.edu, (619) 260-4611, Warren Hall 202.