Emporia State University Hornet 365

FERPA, or Family Educational Rights and Privacy Act, is a federal law that provides student and parents the right to access and review student records, establishes a guideline for correcting the education records, and protects the privacy of the student records.

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Emporia State University adheres to FERPA with additional information available from the Office of the Registrar.


HANDLING FERPA INFORMATION

CONSIDERING EACH STEP, ASKING YOURSELF HOW IT APPLIES TO YOU IF YOU ARE INDEED HANDLING FERPA INFORMATION.

COLLECTION

  • Why do I need the information?
  • Is it required for me or my department to complete assigned duties?
  • Could I complete my duties without collecting this information?
  • How will I collect it securely?



RETENTION + STORING

  • If I must collect it, do I need to store it temporarily or permanently?
  • Is this information available from another ESU system (ex. Banner)?
  • If it is stored in Banner, could I reference this source instead of creating my own?
  • If I must store it, how will I do so securely?
  • Will I need a SharePoint drive or Secure Upload drive for collecting and storing information?
  • Do you always lock your computer when you step away?

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USAGE OF FERPA DATA

  • Do I have a narrow, defined plan for using the FERPA data?
  • Do I know who to report misuses of FERPA data to in the event I observe a violation?



TRANSMISSION OF DATA

  • Do I have a plan for collecting or transmitting FERPA-protected information that is secure?
  • I understand that email and texts are not appropriate for transmitting FERPA-protected data.
  • I will not forward or reply to emails that contain FERPA data.
  • If I must use email it must be in an approved by the FERPA officer and transmitted using ESU's secure email service.
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