Friday Fun with FERPA
 
FERPA in the Classroom
Those with teaching responsibilities should understand FERPA and its implications in the classroom. Instructors maintain a variety of student education records within a course, most of which need to be protected and kept confidential. Course rosters in Howdy will identify which students have placed holds on their directory information by displaying (Confidential) next to their name. Clicking on the (Confidential) indicator provides details about the specific directory information the student has requested be withheld. However, students with directory holds are not able to remain anonymous within their classroom environment, so directory holds should not affect in-class activities and should not hinder the instructor’s ability to share directory information with class participants as is necessary to conduct the class and facilitate instruction.
 
Classroom Guests
Instructors may invite guest speakers to enhance the student educational experience. However, guest participants should, whenever possible, be limited to only the information needed to complete the task for which they were invited and always have express permission from the instructor to take part in a class.  The instructor is responsible for ensuring class activities are conducted in a manner that will protect the confidentiality of student education records, as required for all school officials under FERPA. Please see Student Rule 2.1 Visiting Classes, for additional information.
 
Technology Tools
Innovation and the use of technology to conduct classes is encouraged. However, tools and software from third-party vendors should be approved by Texas A&M University’s Technology Services prior to implementation, as use may permit access to student data and education records, which has FERPA implications. Review the Texas A&M University approved list of third-party vendors at https://lms.tamu.edu/tools. For those utilizing approved proctoring technology, remember that education records are those directly related to a student and maintained by an institution or a party acting for the institution. If the vendor or related tools are creating student records, these records will be subject to FERPA.
 
Per IT Data Classification, university data classified as confidential or higher that is transmitted in an email message must be encrypted. Education record data, including grades, are one such data type included within the confidential data classification. To ensure compliance with FERPA, we recommend utilizing Canvas for individual electronic communication regarding student grades.
 
Tip Sheet and Training Opportunities
Please review the FERPA in the Classroom tip sheet for use and reference. Individuals within the Office of the Registrar are available to participate in FERPA presentations and/or question and answer sessions for any department or college faculty or staff meeting. To schedule, submit a request to ferpa@tamu.edu or call 979-845-1711.
 
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.