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FERPA

FERPA (Family Educational Rights & Privacy Act): What Faculty and Staff Need to Know

FERPA (Family Educational Rights and Privacy Act), also known as the Buckley Amendment, was passed by Congress in 1974. It grants four specific rights to a post-secondary student:

  • To review and inspect his/her educational records.
  • To request an amendment to his/her records and in certain cases append a statement to the record.
  • To withhold the disclosure of his/her educational records (except for situations involving legitimate educational interest or as may be required by law).
  • To file a complaint with the U.S. Dept. of Education (FERPA Family Compliance Office).

FERPA applies to all educational agencies or institutions, including John Carroll University, that receive funds under any program administered by the Secretary of Education. FERPA governs what may be released, but does not require that any information be released.

It is your responsibility as a faculty or staff member, you have a legal responsibility under FERPA to protect the confidentiality of student educational records in your possession. You have access to student information only for legitimate use in the completion of your responsibilities as a University employee. “Need to know” is the basic principle. Student information stored in electronic format must be secure and available only to those entitled to access that information.

Your access to student information, including directory information, is based on your faculty or staff role within the University. You may not release lists or files with student information to any third party.

Student Information Types

Student educational records include grades, notes, personal information (name, etc.), schedules, student exams, or papers and information provided by a student for use in the education process at the University. FERPA requires institutions to allow students to review their educational records upon request. Personal notes maintained by and for a sole individual and not made available to any other faculty or staff members are exempted from this requirement under FERPA. Note, however, such “sole possession notes” could be subject to discovery through a court subpoena. Exclusions to student educational records include law enforcement records, medical records, non-matriculant records, and post-graduation alumni records.

Directory/Public Information and John Carroll University

Directory Information “Directory information is…information contained in an education record of a student which would not generally be considered harmful or an invasion of privacy if disclosed.” (FERPA Regulations, Code of Federal Regulations, Title 34, Part 99.3)

Directory Information is considered public and can be released without the student’s written permission. However, the student may choose to keep this information confidential. In those cases, you will see the word CONFIDENTIAL on the students’ electronic records. Directory Information can NEVER include:

  • Ethnicity
  • Gender
  • Nationality
  • Race
  • Social security number
  • Student ID number

Storage media for an educational record may vary and can include one or more of the following:

  • Class list on your desktop.
  • Computer display screen.
  • Computer printout in your office.
  • Document in the registrar’s office.
  • Electronic document or email.
  • Notes taken during an advising session.

Directory Information at JCU

  • Name
  • Campus, local, home and email addresses
  • Campus, local, home and cell telephone numbers
  • Major(s)
  • Class year
  • Year of graduation
  • Degrees and awards received
  • Date and place of birth
  • Photograph
  • Dates of attendance
  • Full or part-time status
  • Participation in officially recognized activities and sports
  • Previous educational institution attended
  • Weight and height of members of athletic team

Questions and Answers

How can a student withhold release of directory information?
A student who wishes to prevent the release of directory information must go to the Registrar’s Office by the end of the second week of the fall semester to complete a non-disclosure form. The records of students who have filed a request to withhold directory information will have a CONFIDENTIAL annotation attached to them. Watch for that annotation!

Can student directory or public information always be released?
At its discretion, the University may release directory information. Requests for student directory information from third parties (outside inquiries) should always be referred to the Registrar’s Office.

Can student non-directory information ever be released?
All non-directory information is considered confidential and will not be released to outside inquiries without the express written consent of the student.

What if someone needs to reach the student because of an emergency?
All such inquirers should be directed to the Registrar’s Office during normal office hours. After hours, such inquirers should be referred to the JCU Police Department.

What are parental rights under FERPA?
When a student reaches the age or 18 or begins attending a post-secondary institution regardless of age, FERPA rights transfer to the students. Parents may obtain directory information at the discretion of the institution. Parents may obtain non-directory information (grades, GPA, etc.) by providing a signed consent from their son or daughter.

Do Not!

  • Use the social security number or student ID number in a public posting of grades or any other information.
  • Link the name of a student with that student’s social security number or student ID number in any public manner.
  • Leave graded tests, papers, or other student materials for students to pick up in a stack that requires sorting through the papers of all students.
  • Discuss the progress of any student with anyone other than the student or the student’s advisor without the written consent of the student. Refer any inquiries from other parties to the Registrar’s Office.
  • Provide anyone outside of the University with lists or files of students enrolled in your classes.
  • Provide anyone with student schedules or assist anyone other than university personnel in finding a student on campus. Refer inquiries to the Registrar’s Office.
Advisor Information

Banner Web Instructions:

How to Release Advisees for Registration:

  • Log in to John Carroll University Banner Web at http://web4.jcu.edu.
  • Enter Secure Area with your Banner User ID and PIN.
  • Click on Faculty & Advisors.
  • Click on Advisor Menu.
  • Select the appropriate Term and Submit.
  • In the Last Name box below Student and Advisee Query, enter an advisee name (or enter % to access a list of all of your advisees, then highlight the student you wish to release) and Submit.
  • Click on the Clear for Registration button.
  • Review the informational message that appears indicating which student has been released and the term for which the student was released.
  • Click on Return to Advisor Menu.
  • Repeat the process for each advisee you wish to release.

Helpful Links:

Student Grades

Banner Web Grade Entry: Midterm Grades

Follow these simple steps to enter your grades electronically in Banner:

  1. Log in to John Carroll University Banner Web (http://www.jcu.edu/bannerweb).
  2. Enter Secure Area with your Banner User ID and PIN. (If you need User ID and PIN, please stop in the Registrar’s Office with picture ID and we will give them to you.)
  3. Select Faculty & Advisors.
  4. Select Midterm Grades. NOTE: The midterm “grade list” includes a GRADE REQUIRED column. A YES in that column indicates that a midterm grade is required for the student. Only grades of C-, D+, D, F, or WF are to be assigned to all other students earning those grades at midterm.
  5. Select the term for which you are entering grades from the drop-down menu.
  6. Select the course you wish to grade from the drop-down menu of your courses.
  7. Using the drop-down box next to each student’s name, select the appropriate grade for that student.
  8. When all grades are entered, click on Submit. Remember that there is a 30-minute time limit for your grade page to be opened. If you are nearing that time limit, Submit what you have completed and then continue to add grades, or the grades you have entered will be lost! Click on Submitagain when you have completed all grade entry for the course.
  9. Students who have withdrawn from your class after the first week of the semester will not appear on your grade list and a grade of W will automatically be assigned during final grading.

Students who appear on your grade list but have stopped attending your class should receive a grade of WF. Please contact the Registrar’s Office at 216.397.1659 with any questions regarding a student’s withdrawal. NOTE: Please maintain a record of the last date of attendance for those students. You will be required to submit the WF grade AND the last date of attendance when final grades are submitted.

  • If you wish to enter grades for another course/section, click on CRN Selection at the bottom of the screen. You will then be able to select another course for grading.
  • After you are finished submitting all of your grades click on EXIT (top right corner of the page). Then close your browser.

You may go back and make corrections to your grades until the grading window is closed at 3 p.m. the day grades are due. Simply select the new grade from the drop-down box next to the student’s name. Remember to Submit again.

Banner Web Grade Entry: Final Grades

Follow these simple steps to enter your grades electronically in Banner:

  1. Log in to John Carroll University BannerWeb (http://www.jcu.edu/bannerweb).
  2. Enter Secure Area with your Banner User ID and PIN. (If you do not have your User ID and PIN, please contact the registrar’s office at 216-397-4395)
  3. Select Faculty & Advisors, and then select Final Grades.
  4. Select the term for which you are entering grades from the drop down menu.
  5. Select the course you wish to grade from the drop down menu of your courses.
  6. Using the drop down box next to each student’s name, select the appropriate grade for that student. (Please note: there is a 30 minute time limit for your grade page to be open. If you are nearing that time limit, submit what you have completed and then continue to add grades, or the grades you have entered will be lost. Click on Submit again when you have completed all grade entry for the course.) Please see the Undergraduate Bulletin or Graduate Studies Bulletin for a grading key.
    • A W grade will automatically be assigned to any student who has withdrawn from your course, and the student’s name will not appear on your grade list.
    • F, FA and WF grades – be certain to assign the appropriate grade, as a student’s financial eligibility can be affected:
    • F – Failure. No credit hours, no quality points. The student attended class all semester, and the student’s work in the course does not warrant a passing grade.
    • FA – Failure because of excessive absences. The student attended class sporadically throughout the semester, and the student’s work in the course does not warrant a passing grade.
    • WF – Withdrawal without following proper procedure. The student stopped attending class at some point in the semester and did not officially withdraw from the course. *** If a grade of WF is assigned, a last date of attendance must be provided*** Tab to the Last Attend Date field and enter the date (MM/DD/YYYY) the student last attended your class or the date for which you have a record of the student’s last participation in a course activity. If the last date of attendance is not entered, an error message will appear when you submit your grades, requiring you to add the last date of attendance and resubmit your grades. If you have assigned a grade of WF, the message “The student has not withdrawn from the class” will appear when you submit your grades
    • Note regarding Incomplete grades: If you enter an Igrade, the following message will appear when you click the SUBMIT button: NOTE: PLEASE REVIEW THE ‘I’ GRADES(S) THAT YOU HAVE ENTERED AND CLICK THE SUBMIT BUTTON TO FINALIZE YOUR GRADING. Review the names of the students for whom you have entered I grades. The date that the Igrades will convert to an F will be displayed. You must click the Submit button again to finalize the I grades.
  7. When you have entered all of the grades for the course, review them for accuracy and click Submit. The message “The changes you have made were saved successfully”will appear at the top of the page.
  8. If you wish to enter grades for another course/section, click on CRN Selection at the bottom of the screen. You will then be able to select another course for grading.
  9. Click on EXIT when finished (top right corner of the page). Then close your browser.
  10. You may go back and make corrections to your grades until you see a Y in the Rolled column of the grade entry screen which indicates that the grades have already been moved to academic history and grade changes can be made through the Registrar’s Office only. A physical grade change form signed by the instructor and Associate Dean is required to initiate the grade change process. Please see your department secretary or the Associate Dean’s office for copies of the grade change form.

Grade Change Policy:

Grade changes may be made after the submission of grades strictly by grade change forms. Grade change forms are available from department secretaries or in the Registrar’s Office. Forms must be completed and signed by the instructor and the appropriate dean. Once the forms have been signed by the dean, they are given to the Registrar’s Office to make the official change.

Incomplete Policy:

The incomplete grade is decided between the student and instructor and approved by the appropriate dean. An extension may be granted for very serious reasons, usually medical. Work is to be completed within 30 days following the last normal examination date of the semester in which the grade is incurred. After this date, the grade of I converts to an F. The instructor should indicate a date of expiration if they wish to further extend the “I” after the initial 30-day period.

Forms

Note: Grade change forms, APR forms, and registration permit cards can be obtained from department administrative assistants or from the Registrar’s Office.