Entering FERPA Information


Concept


Steps:

  1. Begin by navigating to the FERPA page.

     

    Click the Campus Community link.

    Step 1
  2. Click the Personal Information link.

    Step 2
  3. Click the Biographical link.

    Step 3
  4. Click the FERPA link.

    Step 4
  5. Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "FA0065"
    .

    Step 5
  6. Click the Search button.

    Step 6
  7. Use the FERPA page to apply or release FERPA restrictions to selected data for an individual.

    Step 7
  8. Select the FERPA check box to indicate that the student has, in accordance with FERPA, instructed your institution not to release specific information about them.

     

    When selected, the system displays the FERPA Restrictions area at the bottom of the page, where you can select the record and field to restrict.

     

    Click the FERPA option.

    Step 8
  9. In the Record (Table) Name field, enter the name of the FERPA_VW record, from the FERPA Control page, that contains the type of information the student is restricting.

     

    In this example, the student wants his cell and home phone number information restricted.

     

    Click in the Record (Table) Name field.

    Step 9
  10. Enter the desired information into the Record (Table) Name field. Enter

     a valid value
     e.g.
     "PHONES_FERPA_VW"
    .

    Step 10
  11. In the Field Name field, enter the name of the controlled field on the FERPA_VW record that contains the specific information the student is restricting. The values displayed in the prompt are controlled by the FERPA Control setup page.

     

    Click in the Field Name field.

    Step 11
  12. Enter the desired information into the Field Name field. Enter

     a valid value
     e.g.
     "CELL"
    .

    Step 12
  13. In the Restriction Exceptions drop-down list, select each of the publications, from the Publications Categories page, to which the student gives you permission to release the otherwise restricted information.

     

    Click the Restriction Exceptions list.

    Step 13
  14. There are two options.

    All Community Directories: Indicates that the student gives permission to release the otherwise restricted information for inclusion in all of your institution's internal community directories.

    Student Community Directory: Indicates that the student gives permission to release the otherwise restricted information for inclusion in your institution's internal student directory only.

     

    Click the All Community Directories list item.

    Step 14
  15. Click the Add Row button next to the Field Name field to insert additional fields for the record selected.

     

    In this example, you need to add another row to restrict the student's home phone information.

     

    Click the Add Row button.

    Step 15
  16. Enter the desired information into the Field Name field. Enter

     a valid value
     e.g.
     "HOME"
    .

    Step 16
  17. Click the Add Row button next to the Record (Table) Name field to add another record.

     

    In this example, you need to add another record to restrict the student's campus email address information.

     

    Click the Add Row button.

    Step 17
  18. Enter the desired information into the Record (Table) Name field. Enter

     a valid value
     e.g.
     "EMAIL_FERPA_VW"
    .

    Step 18
  19. Click in the Field Name field.

    Step 19
  20. Enter the desired information into the Field Name field. Enter

     a valid value
     e.g.
     "CAMP"
    .

    Step 20
  21. Click the Restriction Exceptions list.

    Step 21
  22. Click the All Community Directories list item.

    Step 22
  23. Click the vertical scrollbar.

    Step 23
  24. Click the Add button below the Restriction Exceptions section to insert additional exceptions.

     

    Click the Add button.

    Step 24
  25. Click the Restriction Exceptions list.

    Step 25
  26. Click the Student Community Directories list item.

    Step 26
  27. Click the Save button.

    Step 27

You have successfully entered FERPA information for a student.

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