FERPA for Instructors

FERPA for Instructors

Common Questions

Posting Grades

The public posting of grades either by the student's name, student identification number or social security number is a violation of FERPA.

Returning Assignments

Distributing graded tests or assignments in a manner that exposes the student's identity is a violation of FERPA.  Students should not be able to see other student's grades in a way that would allow the students to know who received a particular grade.  Example:  Students should not look through a stack of assignments to find their own assignment.  

E-mail and Phone

Information protected by FERPA may be sent to the student's OTC e-mail account.  Sharing protected information over the phone or by an e-mail address other than the student's OTC e-mail address is a violation because you cannot be certain to whom you are speaking.

Access to Student Records

Instructors need to demonstrate legitimate educational interest to receive access to student records beyond their class and grade rosters.  A legitimate educational interest exists if the instructor needs to view the education record in order to fulfill his or her professional responsibilities such as academic advising or institutional research.  Curiosity nor personal interest are not legitimate reasons. 

Handling of Student Records

Student information should be kept in a secure location and handled in a confidential manner.

Parents/Spouses Requesting Information

Parents, spouses may not have access to student information unless the student provides written authorization.  The Consent to Release Student Information form filed with the Registrar's Office would be the appropriate authorization.  This form allows in-person conversations after the individual has verified his or her identity by presenting picture identification.   

Who to Contact

Questions may be directed to the Registrar's Office at registrar@otc.edu or 417-447-6903.