FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT

“Musts” and “Mays” of FERPA

FERPA has sections that explicitly require institutions to perform an action or sections which allow institutions to perform an action. In the former case, institutions “must” comply or in the latter case, the institution has control over a decision. There are a few “musts” and many “mays” in FERPA. What does this mean for you? Just because FERPA gives the option to release information, it does not mean the information should be released.

Legitimate Educational Interest

As a school official, a legitimate educational interest is required in order to access the education records of a student. This means the school official must “need to know” information from the student’s education record in order to perform job duties.

Parents’ Rights

After a student turns 18 or reaches postsecondary education, the rights of the parents under FERPA are transferred to the student. This means parents no longer have inherent rights to review or access a student’s education record without the student’s written consent. If a student would like to give a third party (parent, friend, employer, etc.) access to their education record, the student needs to provide their written consent.  One option is to complete a Release to Exchange Information Form in the presence of an Enrollment Services staff member with valid photo ID or if in person is not possible, a completed Release to Exchange Information Form with a copy of signed photo ID can be emailed to registration@highline.edu.  Please note, the released information will only include applicable Enrollment Services Information and must be completed on an annual basis.  Attendance records, faculty notes, and financial aid records will not be released. If a parent comes to you requesting information, refer them to the Registration and Records Office.

Grades and Assignments

Posting grades should be done in a confidential manner. Publicly posting grades using the student’s name, SID, or SSN is a violation of FERPA.  It is recommended to give out test scores, grades, or assignments in class to students individually, using Canvas, or through a Highline email account (see the Email Section). FERPA violation examples: leaving a stack of tests in a basket for students to sort through, calling out test grades by name during class, taping tests to your office door for a student to pick up, posting a list of grades by last four digits of SID.

Email

All faculty, staff, and students are provided a Highline email account to be utilized for official correspondence.  Including non-school officials or third parties in email correspondence that contains student information, is a FERPA violation and prohibited.  No personally identifiable information can be transmitted through personal email which includes but is not limited, grades, class schedules, waitlist status, permission to enroll in a class, information regarding registration blocks, etc.  Additionally, Social Security Numbers should NEVER be included in an email.

e-Learning

According to college policy, multiple class sections (item numbers) cannot be merged into a single space in an online learning support system (such as Canvas), when those sections are a) face-to-face or hybrid classes scheduled in separate rooms or at different times of the day, or b) online courses. A separate course shell or course site must be established for each class section (item number).  When sections are merged in Canvas and other learning resources, students are able to see – and be seen by – students from other sections of the class. Enrollment status is protected information under FERPA and therefore, should not be accessible by students from different sections (item numbers). For more information regarding this policy, contact the Instructional Design department.

Letters of Recommendation

A student is required to provide written consent for a letter of recommendation if any non-directory information will be used in the letter such as grades, GPA, etc. There is no implied consent in FERPA.

Health and/or Safety Emergencies

If in a Health and/or Safety Emergency non-directory information is requested, please refer the requesting party to the Registrar/designee or to Public Safety. For emergency police or medical services, please call 911.

Student Workers

Student workers are considered school officials under Highline College’s definition of school official. If a student worker has access to education records, the student worker must complete FERPA training and has all of the same responsibilities relating to the protection of education records.

Subpoenas or Court Orders

If you receive a subpoena or court order to release information, immediately contact the Registrar.

Third-Party Request for Information

If a third party such as a parent, friend of a student, employer of a student, or nonschool official requests the release of information relating to the education record of a student, including attendance, grades reports, and academic progress, please refer all requests to the Registrar.