FERPA

On the FERPA page, you can view directory and academic information related to the student, such as, student name, address, email address, and so on. In addition, only information that the student has enabled for sharing, by signing the opt in form, is displayed:

• If the student has opted to share the information, the FERPA Indicator on the Student Profile will be cleared.

• If the student has not opted to share information, the FERPA Indicator on the Student Profile will be selected.

The FERPA page displays directory and academic information for the student in specific sections: 

• Directory Information 

  Includes the status of the FERPA Indicator for the student from the Student Profile as well as the specific information shared by the student. The shared information will be displayed as selected, by default.

• Academic Information

  The people that the student has given access to their academic information, their contact information and the information they have access to. It also shows the review requests and requests to amend or remove specific academic information.

  The list is not program version-specific. The items in the list are associated with all the program versions in the Program Version list.

You can use the Review Request list to review requests associated with the student's information and: 

• Add or edit a review request for the student's academic information

• Amend or remove a review request for specific academic information

Under Directory Information on the FERPA page, you can review the FERPA group selected for a campus, the sharing level, and the status of the directory information for a student.

If a FERPA group is not configured for the campus, Anthology Student displays a message indicating that directory information should not be shared for the student.

You can use the Person Access Information list to view the people with access to academic information.

You can also add or edit:

• The people that the student has given access to their academic information

• The contact information for the people, and any academic information, such as grades, schedules, status, attendance, and so on

• The duration that the student information will be shared

You can view: 

• The directory information selected by the student to be disclosed.

  If no information is selected, the dialog displays a message indicating directory information cannot be shared for this student.

• A list of the people who have access to the academic information and the type of information that can be shared with them.

  The list contains people who have the Active check box selected and who also have access based on the date range specified in their Share Information From and To dates in their record.

You can also print the information listed above along with some basic information about the student (such as their student status and campus).

Prerequisites

You must have:

• Common - Student - View authorization

• To view, add, or edit a review request, Contact Manager - FERPA - View, New, or Edit authorization

To add a person: 

• You must have Contact Manager - FERPA - New authorization

• The person must be in the Related Addresses list for the student

• The address for that person must have been added as a FERPA address type to the Related Addresses list

You should be familiar with how toUse the Features for FERPA.

Access Method

Select the Students tile > select the name in the Students list > expand Contact Manager > select the FERPA tile.

Procedure to Add or Edit a Review Request

1. In Academic Information, locate the Review Request list.

2. If you want to: 

   • Add a review request, select the Add button

   • Edit a review request, select a record

3. Specify the following values.

   Date Requested The date when an institution, person, or student requested documents or information to be submitted. Inspection Date The date when the request was inspected.

   Requested By The name of the person who submitted the request.

4. Select Save to save the changes.  

Procedure to Amend or Remove a Review Request

1. In Academic Information, locate Add/Remove Request.

2. Review the following values.

   Academic Information Displays the Academic Information along with its associated Amend and Remove check boxes. Select or clear the check boxes to indicate whether the Academic Information details are to be amended or removed. Date Requested The date when an institution, person, or student requested documents or information to be submitted.

   Requested By The name of the person who submitted the request.

3. Select Save to save the changes.

Procedure to Review or Edit Directory Information

1. Review the values under Directory Information Information in the academic records of a student that would not generally be considered harmful or an invasion of privacy if disclosed..

   FERPA Group The FERPA group name and code that is associated with the student's campus.

   Sharing Level The sharing level associated with the selected FERPA Group (such as All or Partial).

2. The remaining actions you can take for the directory information depends on whether or not a FERPA group is selected for the campus and whether or not the following indicator is selected for the student.

   FERPA Indicator When it is selected, indicates that the student has chosen to block the release of their directory information under the Family Educational Rights and Privacy Act (FERPA). If your institution configured the campus as Partial, the student can select to not share specific information on their FERPA page. If the student does not select the FERPA Indicator, all of the information configured by your institution for the FERPA group for that campus can be shared.

   Value Displayed for FERPA Group	Status of the FERPA Indicator for Student	Actions Available for Directory Information
   Name of the FERPA group selected for the campus	Selected	If Sharing Level displays:  All, the student can share none of the information by not selecting the Select All check box or all of the information shown by selecting the Select All check box Partial, the student can select the Select All check box to share all of the information or they can select the check boxes for specific information
   	Not selected	All information can be shared.
   None (No FERPA group is selected for the campus.)	Either (selected or not selected )	No information should be shared.

3. Select Save to save the changes.

Procedure to View Person Access Information

1. Review the values in the grid.

   Access Name The Access Name values are displayed from the Person Name (column) under Academic Information in the student's FERPA record. Active Specifies whether the associated record is active. Person The full name of the person. Phone The phone number of the student, person, or agency.

   Reason The comments specified in the Reason field when the person was added or last edited. It is optional. Share Info Dates Displays the date range specified in the Share Information From and To fields in the record for the person with access. Shared Information The student's academic information that will be shared.

   By default, the grid shows the people who currently have access to the information based on their Share Information From and To dates. Active must also be set to Yes.

2. If you want to display all the people, including the ones who currently do not have access based on their Share Information From and To dates or have Active set to No, select Show All Records.

Procedure to Add or Edit Person Access Information

1. In Academic Information, locate the Person Access Information list.

2. If you want to: 

   • Add person access information, select the Add button

   • Edit person access information, select a record

3. Specify the following values. If configured, you can specify an Address Type as FERPA.

   Access Name The Access Name values are displayed from the Person Name (column) under Academic Information in the student's FERPA record. Active Specifies whether the associated record is active. Reason The comments specified in the Reason field when the person was added or last edited. It is optional.

   Related FERPA Address Specifies the type of FERPA address for the person. For a related address specified for a student to show up in this list, the Address Type selected for the related address must be configured by your institution as a possible FERPA address. If you need to add the related address, use the Related Addresses list for the student (Students tile > select the name in the Students list > expand Contact Manager > select the Related Addresses tile). In edit mode, Related FERPA Address is disabled. Share Information From The start date when the student's academic information can be shared. Share Information To The end date after which the student's academic information will not be shared.

4. In Academic Information to be Shared, specify the following values.

   Academic Information Displays the Academic Information along with its associated Amend and Remove check boxes. Select or clear the check boxes to indicate whether the Academic Information details are to be amended or removed. Can Amend/Remove Student Record The student gives this person permission to amend or remove a review request.

   Can Review Student Record The student gives this person permission to add a review request.

5. In Contact Information, review the contact information for the selected Related FERPA Address.

6. Select Save to save the changes.

Procedure to View and Print FERPA Information

1. Select the F button on the top-right corner of the window.

   

2. If you want to print Review the information and select the Print button.

 

This feature applies to U.S. compliance only.