STUDENT PRIVACY GUIDELINES

FERPA (Federal Educational Rights and Privacy Act)/Privacy Guidelines – The Registrar is the college's official student records officer. No college employee or student may disclose student information, including directory information, to any outside person or agency without the permission of the Registrar. Only designated staff within the office of the Registrar may routinely disclose student information, including directory information, to outside persons or agencies and only within the guidelines permitted by the FERPA (Federal Educational Rights and Privacy Act) and the Registrar. Persons outside the office of the Registrar should not disclose student information, including directory information, to outside persons or agencies without the permission of the Registrar. Permissions must be obtained for special one-time disclosures and for continuing disclosures. In all cases in which an Renton Technical College employee or office requests permission to disclose student information, the Registrar shall first determine if the Enrollment Services staff is better able to provide and safeguard the information. Permission for RTC offices to disclose student information shall be granted on a case by case basis and only as a matter of exception rather than rule. The Vice President of Student Services shall serve as the college's records officer in the absence of the Registrar.

Do not give out information about our students to people who do not work at RTC unless you have been officially designated by the Registrar. The FERPA extends to the parents of students. Don't give out information about our students to people who work at RTC unless they have a legitimate need to know. Play it safe, if someone wants information about our students have them contact the Enrollment Services Office, ext. 5537. Don't be pressured or tricked into giving out student information - the Registrar can always give out the information later. Information disclosed in error can never be gotten back! Information disclosed in error may result in harm to a student, loss of federal funds for the college, disciplinary action of an employee or a lawsuit.

Electronic information - The FERPA does not specifically address electronic media; however the usual rules of privacy must be applied. Never give your passwords to anyone else, including close family and friends. If you even suspect that your password has been compromised change your password immediately. Safeguard your logon and user ID passwords. Employees are responsible for what happens to information that is accessed by use of their password. Insist on having your own user ID and password. Do not share a user ID with others! Protect screen information on your terminal. Do not allow unauthorized people to view your screen when you call up student information. Turn the screen away. Log off or password protect your terminal or PC when you are away from your desk. Any student information printed or copied from the screen must be shredded not just thrown in the trash. Do not accept e-mail or fax consents for disclosure of information. Require original signed and dated releases only! Do not send educational information by phone, fax or e-mail.

For The FERPA Tutorial, Click Here.