FERPA for Faculty

Central Oregon Community College, in compliance with the Family Educational Rights and Privacy Act (FERPA), is responsible for maintaining educational records and monitoring the release of information of those records.  Staff and faculty with access to student educational records are legally responsible for protecting the privacy of the student by using information only when necessary to instruct, advise, or otherwise assist students.

DIRECTORY INFORMATION

Only those records defined as 'directory information' may be released without the written permission of the student.  COCC considers the following to be directory information: the student name, address and telephone number, dates of attendance, major field of study, degrees and awards received, participation in officially recognized activities and sports and most recent previous school attendance.  See attached for a quick checklist of this information. No other information contained in a student’s educational records may be released to persons or organizations without the student’s prior written approval.

STUDENTS WITH RESTRICTED INFORMATION

A student may restrict release of all directory information by filing a Request for Non-Disclosure of Student Information form with the Admissions and Records Office.  Once the student has filed this form, no information about this student will be released to anyone, including someone who claims to be the student, parents, relatives, friends, other students, prospective employers.  The restriction stays on the student’s account until the student requests, in writing, that it be removed.  The restriction remains in place even after the student has stopped attending or has graduated from the College.

STAFF RESPONSIBILITY

When you receive an inquiry about a student, all staff should refer the request to the Admissions and Records Office.  Note:  You are responsible for maintaining both the security of your workstation or computer terminal.  Do not leave your workstation or terminal unattended while logged into Banner and do not give your password to other employees or students.

POSTING OF GRADES

Under FERPA, posting grades or test scores on bulletin boards or an office door is permitted ONLY IF the information is affiliated with a particular student via some sort of “secret code”.  Social security numbers, telephone numbers and date of birth are NOT acceptable codes, as they can easily identify a student.  While we discourage posting of grades or other student-related information in any way, if you choose to do so, you must do so with a code that cannot readily identify one student to another.

LETTERS OF RECOMMENDATION