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Office of the Registrar Texas A&M University Office of the Registrar
Published on 04/07/2023 01:05 PM

Student Employment
 
National Student Employment Week is coming up (April 10-14, 2023) and Texas A&M University employs a number of individuals in positions requiring student status (e.g. student worker, peer mentor, orientation leader, graduate teaching assistant, graduate research assistant, graduate assistant non-teaching). If individuals are employed by Texas A&M University in a role that requires student status, records related to their employment are considered education records and are subject to FERPA.
 
Under FERPA, a student education record is defined as any record that is maintained by an institution, or a party acting for the institution, that is directly related to a student. Education records include files, documents, and materials, regardless of medium (handwriting, print, monitor screen, tapes, disks, film, microfilm, microfiche) that contain information directly related to students and from which students can be personally identified.
 
Practical Implications
Student employee information should not be disclosed without an applicable FERPA exception or prior, written consent from the student. Please keep this in mind while recognizing your student employees during National Student Employment Week. While we appreciate our amazing student employees, we must also protect their confidentiality when expressing that appreciation. In order to recognize a student worker by name, be sure to obtain their prior, written consent to do so. Otherwise, more general recognitions that do not identify any particular student are recommended. An example of a consent form for use is available on the Office of the Registrar website. 
 
For additional FERPA information, be sure to review the Office of the Registrar site for FERPA for Faculty, Staff, and Administrators.
 
A new training is now available for university personnel on FERPA: Implications for Faculty, Staff & Advisors (TrainTraq #2114557). The current schedule is available within TrainTraq by searching either the course title or number. Individuals within the Office of the Registrar are available to participate in a FERPA question and answer session for any department or college faculty or staff meeting. To make arrangements, please call 979-845-1711 or submit a request to ferpa@tamu.edu.
 
If you have a topic that you are interested in being explored in a future Friday Fun with FERPA, please email ferpa@tamu.edu. Alternatively, you can submit an anonymous form with topic ideas HERE.