Posting of Grades by Faculty
The public posting of grades either by the student's name, institutional student identification number, or social security number without the student's written permission is a violation of FERPA, whether done via paper source or via electronic means (including the World Wide Web). Instructors and others who post grades should use a system that ensures FERPA requirements are met. This can be done by using code words or randomly assigned numbers only the instructor and individual students know.
References for Students by Faculty
FERPA's prohibition on disclosure of personally identifiable information from an education record of a student applies to any kind of non-directory information (e.g., performance in class, grades, attitude, motivation, abilities, background) conveyed in writing, in person, or over the telephone to third parties. Although such information is usually conveyed by faculty members at the informal request of the student and is usually positive, the better practice would be to request a written consent form, meeting the FERPA requirements, before providing the information.
Students' Rights After Ceasing Attendance or Graduating
Students who have ceased attendance or have graduated from an institution of higher education have basically the same FERPA rights as students currently attending the St. Olaf College, including the right to:
- inspect their education records
- have a hearing to amend an education record, and
- have their education privacy protected by the institution.
Once a student leaves St. Olaf College he/she does not have the right to request privacy of directory information. (St. Olaf can choose to allow this. It is not assured under FERPA.)
Disposal of Student Educational Records
Information about individuals should be retained only so long as it is valid and useful. Those responsible for academic information have an obligation to destroy information when conditions under which it was collected no longer prevail. Any document containing personally identifiable information must be disposed of properly through some means of confidential disposal (shredding). If you need information on confidential disposal, you can call the Registrar's office at x3015.
These are interpretive guidelines only. For further detail or specific questions, please call The Registrar's office x3015.
