FERPA IT Security Reminders for Faculty, Staff, and Graduate Student Instructors
It is the responsibility of all faculty, staff, and graduate student instructors, to become familiar with technology and methods that can help prevent the inadvertent release of student personal private and/or confidential information.
Quick Checklist for FERPA and IT Security
DO post grades using secure technology (for help contact Instructional Technology Services at its@tamu.edu or 979.862.3977, or visit http://itsinfo.tamu.edu/).
DO encrypt all confidential, non-directory, and sensitive personal information (http://itim.tamu.edu/encryption/). Encryption is required for all such information that is saved on portable computing devices such as thumb drives and lap top computers; encryption is highly recommended for other devices as well.
DO NOT link the name of a student with that student’s Social Security number or universal identification number (UIN) in any public manner including posting of grades or printed attendance rosters.
DO NOT use Social Security numbers for any purpose unless absolutely necessary. Replace them with UINs.
DO NOT leave graded tests or papers in a stack for students to pick-up by sorting through the tests or papers of all students.
DO NOT discuss the progress of any student with anyone other than the student (including parents/guardians) without the consent of the student.
DO NOT provide anyone with lists of students enrolled in classes for any commercial purpose.
DO NOT provide anyone with student schedules or assist anyone other than professional university employees in finding a student on campus.
FERPA
The Family Educational Rights and Privacy Act of 1974, as Amended, is federal law, which protects the educational records of all students. Commonly referred to as FERPA, it is important for every person who works with student educational records to understand what an educational record is, what information within that record may be disclosed, and to whom it may be disclosed.
Directory Information
Directory information refers to items of information contained in the educational record which may be released without the student’s prior, written consent. Texas A&M University defines the following items as directory information:
- Name
- Address (Local)
- Address (Permanent)
- Telephone Number (Local)
- Telephone Number (Permanent)
- Email Address
- Program of Study (College, Major, Campus)
- Dates of Attendance
- Previous Educational Agencies/Institutions Attended
- Participation in Officially Recognized Activities and Sports
- Degrees, Honors, and Awards Received
- Classification
However, students may place a directory hold on any or all of this information at https://howdy.tamu.edu. Once the student has placed a hold on his or her directory information, this information may not be released without the prior, written consent of the student.
Securing Confidential Information and Student Sensitive Personal Information
(Standard Administrative Procedure 24.99.99.M1.24)
Encrypting all confidential information, as well as sensitive personal information, that is maintained on portable computing devices (e.g., thumb drives, lap top computers, PDAs) is required by University Standard Administrative Procedure(SAP) 24.99.99.M1.16.pdf). Ask your department computing specialist for assistance or go to http://itim.tamu.edu/encryption/ for more information about this technology. Should confidential or personal sensitive information be inadvertently disclosed, follow procedures found in (University SAP 24.99.99.M1.24.pdf)
Posting of Grades by Faculty and Instructors
FERPA requires that student grades be accessible only to individual students and other authorized personnel. Posting grades in a secure course management system like Blackboard Vista (Bb Vista, formerly WebCT Vista) is the preferred method for distributing grades online at Texas A&M University. Instructional Technology Services (ITS) can provide help in using instructional technologies. If you would like more information about using the Bb Vista Grade Book, contact ITS at 979.862.3977 or email its@tamu.edu.
Additional Information and Questions
Visit the Office of the Registrar web site and select "Family Educational Rights and Privacy Act (FERPA)" from the menu on the left. There you will find general information and an online tutorial. If you have any questions about FERPA, please contact the Office of the Registrar, Records Section at 979.845.1003 or records@tamu.edu.