We strongly encourage students and parents to have an open discussion regarding personal responsibility and privacy during the college years. In accordance with the Family Education Rights and Privacy Act of 1974 (FERPA, or the Buckley Amendment), which requires that colleges and universities protect the privacy of student records, it is Kenyon College's policy, with certain limited exceptions, NOT to release non-directory information to anyone other than the student, unless the student has provided us express written permission to do so. Educational records that a student may agree to release include, but are not limited to any or all the following non-directory information: student account, financial aid, official transcripts, academic progress reports, conditional enrollment, disciplinary action, disability services, attendance, class schedule, and housing. Should a student desire to release these records upon a parent and/or guardian's request, it is his or her responsibility to complete an "Authorization to Release Information" form and return it (in person) to the registrar's office. The student will be required to sign the form in the presence of a registrar's office staff member. More information on access to student records can be found in the on-line Catalog.
Any record, with certain exceptions, maintained by an institution that is directly related to a student or students. This record can contain a student's name(s) or information from which an individual student can be personally (individually) identified.
These records include: files, documents, and materials in whatever medium (handwriting, print, tapes, disks, film, microfilm, microfiche) which contain information directly related to students and from which students can be personally (individually) identified.
What is NOT an educational record:
Notes made by one person as an individual observation or recollection, are kept in the possession of the maker, and are only shared with a temporary substitute. This term has always been narrowly defined.
Notes taken in conjunction with any other person are not sole possession notes (counselor's notes, interview notes). Sharing these notes with another person, or placing them in an area where they can be viewed by others makes them educational records and subject to FERPA.
Best advice: If you don't want it reviewed, don't write it down.
Personally Identifiable means data or information which includes:
The name of the student, the student's parent, or other family members; the student's campus or home address; a personal identifier (such as a social security number or student number); a list of personal characteristics or other information which would make the student's identity easily traceable.
Example of a violation of this
For example, faculty should never leave graded papers in a pile for students to pick up or lists of grades with personally identifiable information. Rather they should randomly assign a code for each student and post grades with these instead.
Under FERPA, the College is given the discretion, with proper notice, to designate what constitutes directory information. Under this designation, Directory Information takes two forms. Please refer to the Course Catalog Access to Student Records by Others for details.
Information contained in an educational record of a student that would not generally be considered harmful or an invasion of privacy if disclosed.
DIRECTORY INFORMATION NEVER INCLUDES
Members of an institution who act in the student's educational interest within the limitation of their "need to know."
A school official can be a person:
Employed by the college in an administrative, supervisory, academic, research, or support staff position (including law enforcement and health staff personnel), Elected to the Board of Trustees, or company employed by or under contract to the college to perform a special task such as the attorney, auditor, or collection agency, or student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.
Kenyon officers, as may be necessary in the normal course of the educational and administrative functioning of the College. All members of the faculty and administration and the personnel of their offices shall have such access, except for the officers and personnel of the following offices: the bookstore, the Career Development Center, the library, the maintenance staff, the campus dining service, and campus safety. Student members of faculty committees may have such access under controlled conditions for limited purposes.
The Musts of FERPA
Institutions must disclose educational records without written consent of students to students who request the information from their own records
The May's of FERPA
Institutions may disclose educational records to a third party without written consent of students to the following:
Two May's Kenyon does NOT do.
Institutions may disclose information about students to their parents by any of two procedures:
Family Policy Compliance Office
LeRoy Rooker, Director
U.S. Department of Education
400 Maryland Ave., SW
Washington, D.C. 20202-5920
If you have a question about FERPA and how it should be applied in a specific situation, please contact one of the people below. Contact information can be found in the Kenyon online Directory.
Rhonda Crunkilton, Student Accounts Manager
Niranjan Davray, Network and Security Analyst
Ellen Harbourt, Registrar
Terri Huvler, Admissions Information System Analyst/Application Manager
Shelly Lepley, Senior Assistant Director of Financial Aid
Steve Martin, Systems Analyst
Hoi Ning Ngai, Dean of Academic Advising
Jackie Robbins, Director of Advancement Information Services
Deb Shelhorn, Campus Safety Officer & Telecommunications Coordinator
Tacci Smith, Associate Dean of Students