Office of the University Registrar

November 3, 2020

FERPA Considerations for Faculty and Staff

  1. Only access those educational records you need to access as part of your job. Ask yourself: is this a legitimate educational need?
  2. Do not post grades publicly. The public posting of grades either by the student’s name, student number, or social security number without the student’s written permission is a violation of FERPA.
  3. Do not email grade information. There is no guarantee of confidentiality on the internet.
  4. Do not release without written authorization any of the following:
    • Student number
    • Race, ethnicity, or nationality
    • Gender
    • Grades/exam scores
    • Grade point average (GPA)
    • Total credits
    • Number of credits enrolled in a quarter
    • Detail of registration information
    • Social security number
    • Parent address/phone
    • Emergency contact

Email between faculty and staff can be considered an academic record and can be requested by students. It is always a best practice to use methods that require authentication using a NetID to share student data via email, especially when it involves more than one student record. Refrain from sharing specific student data (i.e. GPA, grades, disciplinary information) by email alone. Never use personal email addresses to send to or receive emails from students.