FERPA for Faculty, Staff, and Student Employees

FERPA recognizes a person enrolled in post-secondary education as a "student" and provides that individual certain rights, regardless of age. Therefore, a parent does not have an inherent right to access his/her child's education records.

You have access to education records for the sole purpose of performing your job professionally and responsibly. You have a responsibility to protect the confidentiality of education records in their possession, regardless of the medium in which the records are presented and only access such records under the context of official University business.

Education records are considered confidential and may not be released without the written consent of the student, with the exception of unrestricted directory information. It is your responsibility to verify that student directory information is not restricted before releasing it. You may view the information that a student has restricted on screen 011 in the Student Information System.

School officials must protect the privacy of education records and not disclose personally identifiable information about a student or permit inspection of the student's records without his or her written consent. You may modify the Permission to Release Education Records form for use in your department.

A letter of reference written on behalf of a student by a cooperating teacher, supervisor, or other person does NOT provide that person with the authorization to disclose educational records or to discuss the student's performance even if the letter welcomes telephone calls or other inquiries about the student. The Permission to Release Education Records must be completed by the student prior to the disclosure of this information.

Official transcripts of student academic records may be released only through the Registrar’s Office.

Subpoena requests must be received by the Registrar’s Office.

Posting education records (e.g. grades) using the student's name, student ID number or any portion of the social security number violates FERPA.

Any questions regarding FERPA guidelines should be directed to the Campus FERPA Officer at 951-827-3427 or via e-mail the Campus FERPA Officer.

Training

You are required to certify that you have reviewed FERPA before you request access the Student Information System…and you may now conveniently do this by downloading the FERPA Training PowerPoint and reviewing in the comfort of your own office!

FERPA Training PowerPoint

FERPA Training is only offered online at this Web site: http://emsystems.ucr.edu/Access/SIS+Training.htm This basic SIS Training covers how to log on/off the system, how to navigate, and go over commonly used screens.

In-Office Training: We are also available to provide in person training to your entire department or organization. Please send your request for a group office training to the Campus FERPA Officer at least two weeks in advance of your meeting.

Access to the Student Information System