38 Faculty Handbook – August 2022 • Gender, race, ethnicity, citizenship, country of origin, religious preference, grades or GPA (discrimination) • Class Schedule (stalkers) Students are given the opportunity each semester to “Withhold Directory Information”. These students are identified in BANNER with the Warning comment: No information shall be released on students with this coding, not even confirmation that they are a student. The appropriate response is, “I find no record of that person.” Students who wish to permit access to their educational records or with questions should contact the NSU Registrar at 605-626-7767 or Peggy.Hallstrom@northern.edu FERPA applies to education records at all levels of education. Once the student reaches the age of 18 OR attends an institution of higher education, regardless of age, FERPA rights transfer from the parent to the student. Education records are defined as records, files, documents and other materials that contain information directly related to a student and are maintained by NSU or by a person acting for the university, including paper and electronic. Education records include: • Grades • Class lists • Student course schedules • Disciplinary records • Student financial records • Payroll records for employees who are employed as a direct result of their status as students (e.g. work study, assistantships, resident assistants) • Student-related notes, part of the student file maintained by the university The following records are excluded from the definition of education records: • “Sole possession” records made by faculty and staff for their own use as reference or memory aids and not shared with others • Personal observations • University law enforcement records • Medical and counseling records used only for the treatment of the student- not part of the Colleague system (however, if HIPAA policy doesn’t apply, FERPA policy does.) • Alumni records • Peer graded papers and exams prior to the grade being recorded in the instructor’s grade book Student-related notes recorded in our student record systems or stored in our imaging system are considered educational records and subject to FERPA. Since FERPA gives the student the right to review any or all of his/her education record, these notes could be included in that review. Therefore, it is important that notes or comments be factual and objective and that university employees who are recording notes or comments avoid making value judgements or using inappropriate language. If a student signs a release, educational records may be shared with the person(s) specified on that release. To ensure we are in compliance with both information that is shared and to whom it is
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