FERPA FAQ for Faculty
May I access confidential information about students?
Access to personally identifiable information contained in educational records may be given to appropriate University administrators, faculty members, or staff members of Kutztown University who require this access to perform their legitimate educational duties. Faculty members are not permitted access to student academic records unless their normal job duties specifically require access. This type of access is termed "legitimate educational interest."
How does FERPA affect letters of recommendation?
Writing a letter of recommendation may require express, written permission from the student to allow you:
- to access the student's educational records and,
- to disclose confidential information about the student to a third party.
A faculty member may access a student's educational records without the student's express written permission only if specific job duties, such as the duties of an academic advisor, require access to those records. However, a faculty member, or any other appropriate University official, may not disclose confidential information from a student's educational records to a third party without express, written permission from the student. Personal observations about a student may be disclosed without the student's consent.
What information may I disclose to parents?
Without the express, written permission of the student, parents may have access only to the student's directory information. If a student has restricted his or her directory information, then directory information is also considered confidential. Nothing in FERPA prohibits sharing observations of the student in a class setting. Since class attendance is not normally recorded as part of the grade or educational record, attendance is not part of FERPA and observations may be discussed.
Does FERPA affect the return of assignments?
Personally identifiable information about a student may not be disclosed without the student's express, written permission. Therefore, extreme care should be used to protect such information when returning assignments to students.
Does FERPA affect the posting of grades?
University policy prohibits the disclosure of any confidential student information in a personally identifiable manner without the student's written consent. Faculty members may use student-specific, password-protected systems to communicate academic work, grades, or other confidential information to students on an individual basis. Students may also access their final course grades through Online Student Services. The University's ProfsOnline application provides faculty members with a password-protected system to communicate academic work grades to individual students.
How do I properly dispose of confidential information?
Dispose of all material containing confidential information (such as tests, papers, or class rosters) by shredding or by placing them in a receptacle intended for the collection of material to be disposed of in a secure manner.
Whom should I contact with questions or concerns?
General questions should be directed to the Associate Provost and Dean of Students.