FERPA Informational Guide: Part 7

General Faculty/Staff Do’s and Don’ts

Good practice by faculty and staff members requires that they maintain, use, and report student data in compliance with the requirements of FERPA and the University’s Policy. The following statements provide practical guidelines to follow:

  • Do refer requests for student record information to the Registrar.
  • Do check a student’s directory restriction on SPAIDEN before answering any questions.
  • Do keep only those individual student records necessary for the fulfillment of your teaching or advising responsibilities.
  • Do keep any personal records relating to individual students separate from their educational records. Private notes of a professor/staff member concerning a student that are intended for professor’s/staff member’s own use are not part of the student’s educational record.
  • Do ask for only the last four digits of the CWID on exams and other documents, if needed, to identify different students with the same name.
  • Do maintain a record of all requests for access to Personally Identifiable Information, whether those requests are honored or not.
  • Do properly dispose of (shred) all papers and documents that contain the CWID/SSN.
  • Do not release non-directory information such as:  SSN/CWID, GPA, academic standing, date of birth, religious preference, gender, race, ethnicity, grades, residency status, billing, or financial aid data via the telephone.
  • Do not disclose, confirm, or verify directory information by asking for non-directory information, including, but not limited to, student’s SSN, CWID, place of birth, date of birth, gender, race, residency status, class schedule, etc.
  • Do not include the CWID in the subject line of an email message. In no case should the students’ full Social Security Number be provided.
  • Do not include the CWID on documents mailed by surface mail where the CWID is visible on the outer document or in a window envelope.
  • Do not display student scores or grades publicly in association with the student name, CWID, social security number, or other personal identifier.
  • Do not put paper or lab reports containing student names and grades in publicly accessible places. Students may not have access to the scores or grades of others in the class.
  • Do not request information from the educational record custodian without a legitimate educational interest and the appropriate authority to do so.
  • Do not share student educational record information with other faculty or staff members of the University unless their official responsibilities provide for a legitimate educational interest.
  • Do not ask for the SSN/CWID on any document that will be viewed by anyone other than a University employee with an educational need to know.
    Examples:

    • On exams, homework assignments, and attendance rosters – if other students may view these documents.
    • On questionnaires, surveys, and other documents soliciting additional personal information.
    • On checks payable to the University or to the student.
    • On non-academic documents or an appointment sign-in sheet.
  • Do not leave graded tests in a stack for students to pick up by sorting through the papers of all students.
  • Do not circulate printed class lists with student name and SSN/CWID or grades as an attendance roster.
  • Do not discuss the progress of any student with anyone other than the student (including parents) without the consent of the student.
  • Do not provide anyone with lists of students enrolled in your classes for any purpose.

Where can I get general information about FERPA?
General information about student privacy rights can be found above in the “General Information” section of the FERPA FAQ’s.

Important Note: The above information is intended to give general information about FERPA and to acquaint faculty and staff with some of the privacy issues surrounding students’ education records. It is not intended as, nor is it a substitute for, legal advice on any particular issue.

Note: This is not a comprehensive list.

  • In compliance with a judicial order or subpoena (contact Registrar’s Office).
  • Health or safety emergency (contact Health Services and University Police).