FERPA for Faculty and Staff

What Is FERPA?

The Family Educational Rights and Privacy Act of 1974 (FERPA) sets forth requirements regarding the privacy of student records. FERPA governs 1) release of these records (known as educational records) maintained by an educational institution and 2) access to these records.

What are Your Responsibilities as a Faculty or Staff Member?

As an employee of Millersville University, you may be authorized to have access to student records. The confidentiality, use and release of student records are governed by FERPA. Your utilization of this information also depends on the nature of the duties and responsibilities associated with your position.

Your job places you in a position of trust, and in this respect you play an integral part in ensuring that student information is handled properly. Students have a right to expect that their academic records are being treated with the same care and respect that we would expect for our own records.

In general, all student information must be treated as confidential. Even public or "directory" information is subject to restriction on an individual basis. Unless your job involves release of information and you have been trained in that function, any requests for disclosure of information, especially outside the University, should be referred to the Registrar's Office. Release of information contained on a student's transcript without the written consent of the person identified on the document is in violation of FERPA.

As a faculty or staff member, you may encounter people who are not authorized to receive student data, but who apply a great deal of pressure on you to release such information, or to discuss a student's confidential records. Parents, relatives, spouses and ex-spouses, employers or potential employers, attorneys and other representatives of law firms, and representatives of a variety of other types of organizations (e.g., collection agencies) are not entitled to confidential student data. The only information we may provide them is directory information (defined below). If you receive a phone call or a visit from someone like this, you should direct the call or person to the Registrar's Office.

Faculty and many other University employees have their own account and password for use of the Banner and/or the Banner Web for Faculty systems. You are responsible for your personal account and its use; your sign-on information should never be shared with other individuals. Your log-on ID and password are critical for security. Your password protects your account and provides the only way the system can verify that you are actually who you say you are. Please make every effort to protect your log-on ID and password information.

Confidentiality Statement on MAX Web System

The following statement appears on the MAX sign-on screen for faculty, staff, and students:

Millersville University complies with the Family Educational Rights & Privacy Act (FERPA). Faculty and staff viewing student records are reminded that this information is confidential. Please contact the Registrar's Office for more information.

Directory Information

In accordance with the provisions of the Family Education Rights and Privacy Act of 1974 (FERPA), Millersville University hereby designates the following student information as public or "directory information:"

  1. Name
  2. Name/state of hometown
  3. Major field of study
  4. Participation in officially recognized activities and sports
  5. Dates of attendance
  6. Degrees and awards received
  7. Full-time/part-time status
  8. Enrollment status (graduate/undergraduate)
  9. Class level

In accordance with FERPA and its underlying regulations, Millersville University may release directory information related to students without violating privacy rights.  Millersville University, however, does not make directory information available to the public.  Millersville University limits the release of directory information for official university purposes e.g. (1) identifying athletic team members; (2) publishing names of scholarship recipients and students on graduation and Dean’s lists; (3) issuing academic awards; (4) verifying enrollment or degree status and (5) providing such information to organizations that are officially affiliated with the University or with whom the University has a contractual relationship.  See 34 C.F.R §99.37(d).

Currently enrolled students may block the public disclosure of all directory information by completing a form in the Registrar's Office.  A non-disclosure block will prohibit Millersville University from releasing any of the student's "directory information;" thus, any future requests for such information from non-institutional persons or organizations will be refused.

Millersville University will honor a student's request to withhold directory information but cannot assume responsibility to contact the student for subsequent permission to release this information.  Regardless of the effect upon the student, Millersville University assumes no liability as a result of honoring the student's instructions that such information be withheld.

Although the initial request for non-disclosure may be filed at any time, once such a request has been filed by a student, this request will be honored by the University until removed, in writing, by the student.

Confidentiality of Student Records

Students have the right to request that their directory information not be disclosed to anyone. They can restrict disclosure by filing a form in the Registrar's Office. The only way to know whether a student has such a confidentiality flag is to look at their record in Banner or on Banner Web for Faculty. If the Banner screen or web page you are viewing for a student has *CONFIDENTIAL* displayed on it, you may not release any information about that student to anyone. You may not even acknowledge that the student is at Millersville. The appropriate response to a caller who requests information on a student whose record is labeled *CONFIDENTIAL* is: "I cannot provide any information on that individual." When in doubt, it is better to err on the side of not releasing the information and refer the caller or visitor to the Registrar's Office.

Additional information about FERPA

For answers to FERPA questions, contact the Registrar's Office.