Other Issues of Interest to Faculty

• Use of Social Security Numbers (e.g., to post grades or otherwise identify students)

• Email containing education records

• Letters of recommendation

• Scholarship committee

• Concerned parents

• Banner access

As a state agency, UNCG is prohibited by law from requiring the use of social security numbers (some exceptions, e.g. payroll). Option may be illusory and illegal if purpose is requirement for matriculation.

Students are given the option to use a number other than SS# as ID#. SS# and ID# are education records. FERPA prohibits the disclosure of personally identifiable information maintained in education records without student consent. We cannot require student consent.

Grade posting—use some form of random number/letter combination known only to teacher and student.

Do not share education records by email or cell phone. We cannot guarantee that either mode of communication can be secured to protect unauthorized third parties from accessing the information.

Do not share information with anyone unless:

(a) student consent (maintain a record of disclosure) OR

(b) provides proof of identity (parent or legal guardian) and proof of dependency OR

(c) Court order, subpoena (call Jen or Skip)

Scholarship Committees authorized to review education records of students up for award okay b/c university officials with legitimate educational interest

Student asks faculty member to write a letter of recommendation. Faculty member requests access to student education record/transcript to assist in preparation of letter. Can faculty member access student's record? Faculty member is a school official. Outcome will depend on whether the UNCG FERPA policy defines this purpose as a legitimate educational interest to permit access.

UNCG policy—

1. Perform task specified in job description/contract

2. related to student's education

3. related to processing disciplinary charge against student

4. providing a service or benefit relating to student/student's family (e.g. health care, counseling, job placement, financial aid)

Banner access—you may have access to various parts of Banner and student education records by virtue of academic advising responsibilities. Please be sure to protect the confidentiality of those records/ not share them freely with others, including other staff unless there is a legitimate educational interest to know. Please do not review other files to which you may have access if you do not have a legitimate educational interest/need to know.