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Introduction
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to
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All campus and University officials are required to complete the UCSB FERPA training, available in the UC Learning Center, before access to any student information will be granted. This includes all system access (eGrades, AAA, BLUE/STAR/SREG, and others). See also Requesting Access to Student Systems
Protecting students' privacy
Everyone with access to information about a present or former student is responsible for complying with the law and university policies on the use, maintenance, and disclosure of student information.
Improper maintenance, disposal, or release of information about a present or former student is a disservice to our students and exposes the university to significant risk.
Use a separate password for each service. Don’t use “Log in with…” or have the web browser remember your password.
Never share your passwords with anyone.
Do not automatically forward UCSB email account to a personal email account (POP or IMAP). Use only your UCSB email account to conduct university business.
Do not use phone/tablet “apps” for UCSB email (including Apple Mail, Gmail, or Outlook).
To access UCSB email on other devices, use the secure website log-in.
When your work is complete, remember to log out and power down devices when not in use.
Do not store confidential or restricted student data on a flash drive, personal computer, or non-UCSB contracted software (including cloud).
Do not leave documents containing confidential student data in an unlocked area.
Double-check email addresses before sending when the email contains confidential student data.
Need to send a file containing confidential student data? Use http://Box.com instead of emailing. It’s more secure, and the file can easily be deleted when its use has ended.
Be aware of your surroundings. Use a screen protector to prevent others from viewing information on your screen. Take caution when discussing confidential information verbally--can others who do not have a legitimate educational interest overhear your conversation?
Report unauthorized release, access, or disposal of confidential student information to the Registrar and the Chief Information Security Officer.
Not For Release (NFR)
Under FERPA, any student may, at any time, refuse to let UCSB designate any or all types of information about them as directory information.
Students who wish to officially restrict the release of any or all directory information, must file the “Request to Restrict / Release Student Data” form with the Office of the Registrar.
Requested data will be kept confidential until the student notifies UCSB to discontinue the restriction by filing a new “Request to Restrict / Release Student Data” form with the Office of the Registrar.
If a student has filed a request with the Office of the Registrar to restrict disclosure of their directory information, staff and faculty will be alerted of the student's status in BLUE.
PLEASE NOTE that if "Name" is listed as a restricted data element, UCSB must respond to all inquiries by stating that "we have no information about this person." Do not use the word "student" in your response, as referring to them as such confirms their status as a student.
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Legitimate educational interest
Confidential information may be released within the university, such as to a faculty or staff member acting in the student’s educational interests and the information is needed in the course of performing advisory, instructional, supervisory, or administrative duties for the university. The Registrar is authorized to determine when information may be released to serve the best educational interests of a student.
Reasonable physical, technological or administrative methods must be used to ensure that campus or University officials obtain access to only those student records in which they have legitimate educational interests.
Any disclosure of personally identifiable information which is permitted as part of “legitimate educational interest” must meet the following re-disclosure requirements:
The information may not be further disclosed without written consent of the student. Any consent form obtained from the student must be maintained in the student's file.
You may use the information only for the express purposes for which the disclosure was made:
The information or record is relevant and necessary to the accomplishment of some task or determination; and
The task or determination is an employment responsibility for you.
Information for Faculty, Lecturers, and Teaching Assistants
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Application Notice - Accessing Student Education Records
For some student employment positions at UCSB, the hiring department may access and verify information from a student-applicant's educational record, if required for that specified position (example: teaching assistant, tutor).
For positions where your department will be accessing and/or verifying information from the student-applicant's UCSB educational record as part of the hiring process, please add the following text to the job application:
"By submitting an application for employment for this position, the applicant authorizes the hiring agency to access their academic record for the purpose of confirming enrollment status and related eligibility for student employment."
FERPA requires that student-applicants must be notified that their UCSB educational record will be accessed for this purpose. Adding this statement to the application fulfills this requirement.
Questions
Contact the Office of the Registrar for consultation at any time:
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805-893-8653 or sara.cook@sa.ucsb.edu
Resources
https://registrar.sa.ucsb.edu/faculty-staff/resources-for-faculty-staff/ferpa-for-faculty-staff
https://registrar.sa.ucsb.edu/Student-Records/student-records-privacy/ferpa-resources