Rosalind Franklin University, in compliance with the Family Educational Rights and Privacy Act (FERPA), is responsible for monitoring access to and release of information from student education records. Staff and faculty with access to student education records are legally responsible for protecting the privacy of the student by using information only for legitimate educational reasons to instruct, advise, or otherwise assist students. FERPA also assures certain rights to students at the university regarding their education records. These rights do not transfer to parents, guardians, spouses or other family members without the specific written permission of the student.

Security and confidentiality are matters of concern to all University employees and to all other persons who have access to education records. The purpose of this code is to clarify responsibilities in these areas. Each individual who has access to confidential information is expected to adhere to the regulations stated below. A person who has access to education records may not:

• Reveal the content of any record or report to anyone, except in the conduct of his or her work assignments and in accordance with University policies and procedures.
• Make or allow any unauthorized use of information.
• Knowingly include false, inaccurate or misleading entry in any report or record.
• Knowingly expunge a data record or a data entry form and record, report or file.
• Share individual passwords with any other person (for password protected data).
• Seek personal benefit or allow others to benefit personally from the knowledge of any confidential information they have acquired through work assignments.
• Remove any official record or report, or copy of any official report, from the office where it is maintained, except in the performance of official duties.

Any knowledge of a violation of this code must be reported immediately to the violator's supervisor. Violations may lead to disciplinary action, including dismissal.

Definition of Education Records

Education records are those records directly related to a student maintained by the University or by a party acting for the university.

Directory Information

Only those records defined as "Directory Information" may be released without the express written permission of the student. Directory information includes the student name, local and permanent addresses, e-mail addresses, telephone numbers, class level and type, enrollment status, academic program, dates of attendance, the fact that the student is or has ever been enrolled, total earned credit hours, degrees and certificates awarded, honors awarded, participation in officially recognized activities. 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 Directory Information

A student may restrict release of all Directory Information by filing a Restriction of Directory Information with the Registrar’s Office. The restriction will usually take effect immediately and in no case longer than 2 working days from the filing date. Once the restriction form is processed, no information - including directory information - is to be released to anyone, including persons claiming to be the student, parents, relatives, friends, other students, or prospective employers, who may wish to contact the student or verify their status at the University. Students who have restricted the release of Directory Information are required to present photo identification when they wish to discuss or make inquiries about their education record.

The restriction is permanent 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 University.

Colleague

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Class Roster

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Student Profile (WebAdvisor)

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Student Transcript (WebAdvisor)

Faculty and Staff Responsibility

You are responsible for maintaining the security of your workstation or computer monitor. This includes the responsibility for all transactions that occur under your username and password, and for all information that is released about university students. Do not leave your workstation or computer unattended while logged in to Colleague or WebAdvisor for Faculty. Do not give your password or Helix Personal Access Code to another employee or student. Violation of this regulation may revoke your access privileges.

You are responsible for protecting the education records you store about students enrolled in your classes. The fact that the student is registered for your class is non-directory information; thus you may not release a class list or even a single student's name to a third party. Other non-directory information you might maintain about students in your class includes class attendance records, quizzes and exams grades, homework, etc. All of these records are considered education records, and must be protected.

University staff and faculty members performing instructional, supervisory, advisory, or administrative duties for the University are considered to have a legitimate educational need for access to student data for students for whom they are performing these functions. Individuals without legitimate educational interest must present EITHER an appropriate written signed and dated authorization for release from the student, which must include: 1) the specific information to be released, 2) the person or class of persons to whom the information is to be released, and 3) the purpose for which the information is to be released, OR a valid subpoena or court order. If presented with a subpoena or court order, faculty and staff are to contact the University Registrar immediately. The University Registrar, in consultation with the Office of Compliance to the President, determines validity of and extent of compliance with subpoenas and court orders. You have the authority and responsibility to deny any request for data that you feel is not legitimate. If you are in doubt, it is always wiser to err on the side of caution than to release information that may constitute a FERPA violation.

Posting of Grades

Faculty and staff are responsible for protecting the identity of students and keeping student grades confidential. Grades or evaluations linked to personal identifiers (names, RFU ID numbers, or social security numbers) may not be publicly disclosed without specific permission from the student as described above. Without student permission, grades or evaluations may be posted, whether on office doors or on websites, only by using randomly generated codes or numbers. Graded papers, exams, quizzes and other assignments are considered part of the student's education record, and must be returned to the student in a manner designed to maintain confidentiality.

The University Registrar is the designated Custodian of Student Records. Questions about the Student Records Policy or the information described above should be forwarded to registrar@rosalindfranklin.edu or (847) 578-3228.