FERPA Guidelines for Cooperating Teacher and

University Supervisors

Family Educational Rights and Privacy Act (FERPA)

FERPA sets forth requirements regarding the privacy of student records and affords students certain rights with respect to their education records.

FERPA applies to those institutions that receive funding from the Department of Education and guarantees students three primary rights:

1. Right to inspect and review their educational records

2. Right to seek to amend education records

3. Right to exercise some control over the disclosure of information form those education records.

Education records are those records which are directly related to a student and maintained by Oregon State University or by a person acting for OSU.

This may include any information or data recorded in any medium, including but not limited to handwriting, print, tapes, and film.

Cooperating Teachers and University Supervisors Requirements with FERPA

Cooperating Teachers and Supervisors have been secured as a “person acting for OSU”

Those acting for OSU must not discuss any information regarding the teacher candidate(s) with individuals who are not directly supervising or mentoring the OSU student.

Copies of evaluations shall not be distributed to individuals or outside agencies without a written request form the teacher candidate(s).

One representing OSU is also responsible for protecting the privacy of teacher candidates’ educational records and personally identifiable information.

Teacher candidate academic information can only be shared on a “need-to-know” basis, even with school district or school personnel.

How to Properly Release Information

If school officials, cooperating teachers, and/or university supervisors are in a position in which records need to be disclosed, the following steps must be taken to ensure that a teacher candidate’s FERPA rights are not being violated:

1. Must obtain candidate’s written consent on FERPA Consent to Release Educational Records and Information form.

2. Specify the records to be released. Examples may include: grades, notes based on observations, general assessment of performance, video, and recordings.

3. Identify the party or parties to whom the records should be released. Examples may include: prospective employer, non-OSU related school official, and scholarship committee members.

4. Indicate the reason for the release. Examples may include: part of an application for employment or scholarship, admission to a graduate program, or letter of reference.

What records are not considered Education Records according to FERPA?Sole possession records used as a personal

memory aid

Law enforcement records

Alumni records

Peer-graded work before it is collected, graded and recorded by an instructor

What is personally identifiable information according to FERPA?

Name

Mother’s Maiden Name

Address

Date of Birth

Social Security Number

Parents’ Names

Any information alone or in combination is linked to a specific student that would allow a reasonable person to identify the student with reasonable certainty

What personally identifiable information can be released without FERPA consent?Oregon State University Directory Information, unless the student has asked the university for confidentiality. Less than 1% of students request this.

Name

Primary Affiliation

Department

OSU Email Address

How can a student request an amendment to an educational record?

1. A student has the right to request the amendment of an educational record that the student believes is inaccurate, misleading, or a violation of his/her rights.

2. The student must write the University official responsible for the record and clearly identify the part of the record that the student wants changed with specific attention to why it should be changed.

3. The University will notify the student in writing of the decision and hearing procedures, if appropriate, within 45 days.

What can students do if they believe their FERPA rights have been violated?

Students can file a written complaint with FPCO-Family Policy Compliance Office through the U.S. Department of Education regarding an alleged violation under FERPA

Complaint must be submitted to FPCO within 180 days of the alleged violation.

FERPA Forms

Review forms for Student Teaching Placements for Cooperating Teachers and University Supervisors

Review FERPA Consent to Release Educational Records and Information for teacher candidates