Cat, Zoom Video Communications ARC 2021 – FERPA
The registrar here at wsu uh it’s great to talk with you today. Someone mentioned it was even money whether their cat might come in um to view or be heard. My 14 year old is also on that list. So hopefully it will be quiet. Uh i’m just going to give some a quick overview, a reminder, hopefully for you all about ferpa and talk about some of the primary implications for you as faculty and instructors. The ferpa law is really about a student’s rights and student has the right to review and inspect their education records. They have a right to request an amendment or a correction to a record that’s incorrect, and then they have a right within certain limitations to say who has access to their records. So always start with the premise that information about a student’s record. It cannot be disclosed to a third party without the students expressed written consent. Now there are exceptions to this, and one of those exceptions is you all and myself and others like us, and that is uh individuals who are employees of the institution with legitimate educational interests? We need to see students records in order to do our jobs, so you, as instructors, have access to the records of students who are enrolled in your classes. Another exception that allows us but does not require us to release some information is the exception for directory information. These are basic items about a student like their name, their enrollment status, their major that we can again release without the students, written consent, but we’re not required to do that.
It’S important to remember that students can block even a directory disclosure. So a student can put a block on their record that says: don’t even release my directory information, so i would refer you to wichita.edu ferpa for a list of all the directory information and the other exceptions we talked about. You can also visit wichita.edu, ferpa staff and there’s some information there for you as well so for faculty that means and instructors. It means you can’t, share information about a student in your class with any third party, not mom, not dad, not a spouse, not an employer, not another student. Anyone who asks you for information about a student, any third party or for a list of students in your class or anything like that, should be referred to the registrar’s office. Now a student does have the ability to authorize individuals to have access to their record. Like a parent but it’s important to remember that, even if someone says to you well, i’m authorized a you want to check that out, but it doesn’t put a requirement on you. Sometimes we hear uh faculty say: uh mom called me and wants to know how her students doing in my class – and she says she’s authorized to know that that may be true, but a faculty member’s conversation is not part of students. Academic records so you’re not required to talk with them and even again, ferpa doesn’t require that disclosure. It simply allows it so it’s policy it’s a personal policy.
I think a best practice to say my. I don’t talk about a student’s performance in my class with anyone, but the student. I tell parents this at orientation, at least at pre, cover days when i saw parents at orientation and encourage them to always have the student come and see their instructor rather than mom or dad or parent, or anyone getting involved in contacting the instructor. If you ever have a question again about an inquiry that’s made of you um that you want to talk with me about directly, please don’t hesitate to call me and i’m happy to help you through those um. Now we also have had instances where a particular student had authorized their parent to receive information from their record and they asked instructors for a monthly email on how’s, my student doing and so again just reminder that that is not required of you as a faculty member. Even if they’re authorized, you have the right to to say no, some other classroom issues that we’ve heard questions about um. The all grades assignment grades and final grades should be posted in blackboard, should not be posted like in the old days on a piece of paper outside a classroom when we were in classrooms more and should not be posted on any other kind of public website. Utilize blackboard and direct students to it. If a student contacts you via email and wants information about their grade best practice is really again to direct them to blackboard.
Now, if a student is contacting you through their shockers.wichita.edu email address, they have to log in with their user id and password to get to that email. So, technically speaking, that should be safe, but emails can be forwarded can be sent to the wrong place. There can be hacking, so best practice again is really not to share information about grades within emails as much as possible, but to refer students to use blackboard we’ve had questions even as recently within the last year i had a student contact me saying we took a Quiz in class and we passed our papers around and we each other graded our papers and isn’t that a violation of my rights – and you might be surprised to learn that it’s, not a violation, ferpa protects education, records and a record there’s been a case about this. Actually, it was part of the k, 12 question but applies for applies to all of education and they said the courts ruled that that’s, not an education record until the instructor gets the quiz back and grades it themselves and records that grade so it’s, not a for Violation to pass around quizzes or things in class for grading. I would encourage you, though, to kind of evaluate and talk with your students about that, if possible, so that you’re not creating a situation where others are uncomfortable. Another question we’ve had a lot in these coba times, relates to recording of zoom class or um recording of lectures and posting that information, when you record a zoom i’m, quite frankly, not sure if a zoom recording would show the names of all the people that are In the zoom at that time, but ultimately it is not a violation of ferpa to record and put a zoom class onto your blackboard course site, where only the students who are enrolled in your class can access it.
Although a student can, as i mentioned before, put a block on the disclosure of directory information, they cannot be anonymous in the classroom. So as long as a student that is, that can access that recorded zoom is a student who is registered in that class because they’re accessing it through blackboard site, that’s, fine. But you cannot post a zoom recording that shows the students enrolled in your class, their faces on the zoom screen. Those cannot be posted to an open or public site or any place that is not protected by that authentication and restricted only to students enrolled in your class, because the courses, a student enrolls in are not part of directory information. It’S, not information that can be disclosed without the student’s express written consent. So again, we’ve also heard about some specific websites that some courses use and those websites don’t always have authentication they’re, not part of blackboard. So you need to be careful not to put information about students on those sites, um, that is without the student’s consent. You can have students, consent to that, and then say: okay, yeah we’re, going to put this on this website again. I’M, not sure why some of those would be better than using the blackboard site, but there might be services and options that are are needed on another website. You just need to make sure you have students, consent again: uh wichita.edu, ferpa staff is a good site. It has a document there, that’s called ferpa for instructional staff and just gives you some a little bit more information that i just shared as well as some other information about writing letters of recommendation and that kind of a thing.
Any questions about fripa. Okay, while hearing none, i will hand it off to maria.