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FERPA Info for UCM Faculty and Staff
University employees may access and use private educational records only as necessary
to conduct official business that is related to the educational interests of the student.
University employees may not access the records of any student for personal reasons
or for any reason other than to perform their job duties.
University employees may not share information from student educational records, including
grades or grade point averages, with other faculty or staff members unless their official
responsibilities identify their legitimate educational interest in that information
for that student. This information also may not be shared with parents or other third
parties without written permission from the student.
If in doubt, do not release information about a student. Refer requests to the Registrar’s
Office at 660-543-4914 or registrar@ucmo.edu.
General Information for All University Employees
General Information for All University Employees
What can I do to protect student educational records?
You are responsible for making sure that student data in your possession is secured. Take these measures to protect student date from unauthorized access:
• Use password protection on computer files
• Keep files, papers, flash drives, and other storage media in a secure, locked location
• Restrict access to your computer
• Never leave student data displayed on your computer screen
• Shred printed material that contains restricted data
I have access to computerized education records. Does this mean I am authorized to view all of the available records?
No. The confidentiality provisions of FERPA apply. A university employee may access a student’s education record only if a legitimate educational interest exists with respect to that student and that record.
How to E-mail Individual Students
The official means of communication is via the UCM issued e-mail address (example: abc12340@ucmo.edu). Please use only this account to communicate with current students. If a student is unable to access their campus e-mail account, refer them to the Technology Support Center (660-543-4357 or tsc@ucmo.edu) for assistance. All students are expected to use this account regularly. If a student writes to you from a different e-mail account and is requesting information about their educational record (grades, etc.) inform them that you can only send that information to their campus e-mail address.
The Registrar’s Office recommends this “canned response” for this situation:
I notice that you are using an off campus e-mail address. In order to protect the
privacy of your academic records, I can only discuss your record with you if you correspond
with me from your UCM e-mail account.
Please remember that the university’s official means of communication to students
is via the @ucmo.edu account. Make sure that you are either checking this e-mail account
every few days or are having it automatically forwarded to this account. Instructions
for e-mail forwarding are available at this link.
If you are experiencing problems with your UCM e-mail account, please contact the
Technology Support Center (TSC, aka Help Desk) at tsc@ucmo.edu or 660-543-4357 or visit them in WDE 0800).
How can I e-mail groups of students?
Does the student’s right to amend educational records include requests to change grades?
How can I determine if a student has an Authorization to Release Educational Records form on file?
How can I determine if a student has a directory suppression on file?
How do I respond to a request for information for a student that has a directory suppression on file?
Students who request suppression of directory information usually do so because of
serious, even dangerous, circumstances. It is critical that their absolute privacy
be protected in every situation. Information is only to be released with written permission
of the student.
If a student has elected to suppress directory information, the University will respond
to inquiries as follows: “There is not information available for any student by that name.”
Students who have requested that all records be withheld may not be listed on posted class lists or in departmental staff or student directories. Their names should not appear on departmental web sites, newsletters, or other departmental communications.
What if someone needs to reach a student because of an emergency?
Do not release student information. Direct such inquiries to Public Safety (660-543-4123).
What do I do if I receive a subpoena or court order concerning educational records?
Do not release student information. Direct such inquiries to General Counsel (660-543-4730).
A registered student organization has asked me to provide a list of student names and addresses to send out an informational mailing. Can I provide this information?
No. Even though addresses are considered directory information, all such requests for student lists should be referred to the Office of Student Experience and Engagement (660-543-4114 or experience@ucmo.edu).
What do I do if I am aware of a data breach or unauthorized disclosure of FERPA protected information?
Contact the Registrar’s Office at 660-543-4914 or registrar@ucmo.edu immediately.
Where can I learn more about FERPA?
Read UCM’s detailed guidelines, “Policy Implementing the Family Educational Rights and Privacy Act at the University
of Central Missouri”, to learn more about how FERPA is handled at UCM. Copies of this document may also
be obtained in the Registrar’s Office in Ward Edwards, suite 1000.
Visit the American Association of Collegiate Registrars and Admissions Officerswebpage.
Visit the U.S. Department of Education’s FERPA webpage.
Information for Faculty and Teaching Staff
Information for Faculty and Teaching Staff
What do I do when a parent calls to find out how a student is doing in my class?
You may not discuss a student’s performance or grade in your class with the student’s
parent unless you have written permission from the student or there is an active FERPA
waiver on file.
If you are unsure, contact the Registrar’s Office (660-543-4914 or registrar@ucmo.edu).
If I receive a request for information about a student from a prospective employer or a faculty or staff member in program to which the student has applied for admission, are there restrictions on what I can say? What about writing references/recommendations for students?
Personal observations do not require a written release, but any disclosure of an educational record does. You may not provide a verbal or written reference for a student that includes confidential information about educational performance, such as grades or GPA, without the written consent of the student.
