You’ve heard the word before: FERPA. Even if you’ve never heard the term itself, it’s probably come into play sometime during your education. So, what exactly does this mysterious acronym mean for our students? We’re glad you asked! It’s time to have some fun with FERPA (The Family Educational Rights and Privacy Act) and give you a better idea of why it’s so important.
A Privacy Act? What does that have to do with me?
Great question! From the moment a student enrolls in courses at CVTC, he/she is covered by FERPA. All students, regardless of age, who are attending or have ever attended a postsecondary institution are protected by FERPA. Whether the student is 17 and taking college courses in high school or a non-traditional student returning to school after 20 years, FERPA applies. Students are covered by FERPA from the time they start classes for the rest of their lives. While this might seem extreme, FERPA is put in place to ensure student information remains confidential, even after graduation. CVTC makes a point to protect the information students provide to us.
What kind of information is covered under FERPA?
Everything! Well, almost. Directory information includes name, program, classes enrolled (past/present), degrees received, address, email, phone number, participation in recognized activities, and dates of enrollment. Directory information can be released to three populations of partners upon request: partner universities, partner employers, and military recruiters. All of these requests go through the Records and Registration office for approval. Anyone not affiliated with one of these three groups would be exempt from obtaining directory information unless otherwise authorized. This includes questions from parents, spouses, family members, etc. Everything from a student’s address to his/her registration status is kept strictly confidential to any non-authorized individuals. Students are also able to prevent anyone (including the three partners mentioned above) from getting their information by making their account confidential. Doing this is as easy as stopping into Student Central.
How do I allow someone to have access to my records?
This is a question we get all the time in Student Central – especially from parents! If students would like to allow a third party to have access to their records, all they have to do is complete a record release form. This form can be completed in Student Central and requires a student signature. The student will create what is called a FERPA PIN, which will be added to his/her account after the form is signed and submitted. Anyone who calls or comes into Student Central and provides the correct PIN will have access to the records specified on the form.
Note: Students can specify which records they want to be released to those providing the PIN. For example, if they only want information related to their tuition balance released to a third party, they can indicate this when completing the record release form. This means all other information, including grades, academic standing, directory information, etc. will remain confidential, even when the PIN is provided.
Does FERPA apply to email as well?
Yes. Any emails that do not come from a CVTC student email will be treated as coming from an unauthorized user. We recommend students use their student email to contact us whenever possible. Even if we can see your email is [email protected], we will not be able to release account specific information to you. With internet hacking at an all-time high, we want to ensure the online privacy of our students as much as possible.
Why is FERPA such a big deal?
It’s a huge deal! We know our students are busy and at times ask parents, spouses, or even friends to call on their behalf; however, without providing a FERPA PIN, we have no way of confirming the caller’s relation to the student. We take pride in ensuring the safety of our students and staff to the best of our ability. CVTC is dedicated to protecting student information as much as possible. While it may at times seem inconvenient, FERPA is in the best interest of our students and is put in place to ensure confidentiality remains a priority at CVTC.
So there you have it! Everything you ever wanted to know about the Family Educational Rights and Privacy Act. Still have questions related to FERPA and authorized personnel on your account? That’s why we’re here! Stop into Student Central in BEC 113, or call us at 715-833-6200.
