Any note that is made in conjunction with a student or other school official is not a sole possession record. harmful or an invasion of privacy if disclosed. accessible or revealed to any other person except a temporary substitute for the maker of the A command from a court to require the person named in the subpoena to appear at a stated time and student" ) that are: Post-Graduation/Alumni Records: Records of an institution that contain information graduate; full-time or part-time), participation in officially recognized activities and sports, Sharing these notes with other people or placing these notes in a public-view area makes them educational records subject to FERPA. 1232g). The period of time during which a student attends or attended an institution. For the purposes of this publication, this term refers to a student who has satisfied all the six years with supplementary volumes issued in intervening years. RECORDS OF INDIVIDUALS WHO ARE... RECORDS OF INDIVIDUALS WHO ARE EMPLOYED AS A RESULT OF THEIR STATUS AS STUDENTS (WORK STUDY) ARE EDUCATION RECORDS. The term does not Sending a letter—indicating that the change is to your local address, your permanent address or both—that includes your name, signature and EID or date of birth, to: University of Texas at Austin Office of the Registrar: Records P.O. the unit may perform other non-law enforcement functions, it does not lose its status as a law sole-possession records separate from students’ educational records in keeping with state laws. As a rule of thumb, if you don't want it to become an educational record, don't write it down. Sole possession notes are personal observation or recollection notes made and kept by individuals. 2. is a recommended definition. secure records for professional services based on the many levels of guidelines: “laws, regulations, institutional procedures and confidentiality guidelines (American School Counselor Association, 2010, p.3).” The guidelines also suggest keeping sole possession notes, as a Sole possession records are privately written notes kept by an employee separate from any official or shared files kept by the university. file notes of conversations), are used only as a personal memory aid, and are not accessible or revealed to any individual except a temporary substitute; Records of the UNC Charlotte campus police; person only after that person is no longer a student at the institution (such as information (or when is a student "in attendance"): See EnrolledStudent. Sole possession records that are used only as memory aids and not shared with others Law enforcement unit records Employment records, unless the employment is dependent on the employee’s status as a student (such as evaluations of graduate assistants) Although the Act does not define "legitimate educational interest," it states that institutions must Law enforcement unit records: Records of our campus law enforcement unit created and maintained separately and used solely for law enforcement purposes. Generally sole possession records are of the nature to serve as a “memory jogger” for the creator of the record. Sole Possession Records are defined as records (notes maintained by a faculty member) that are not shared with any other educational official. Sole Possession Records – Records kept in someone’s “sole possession” and never shared with anyone else. include specific daily records or a student's attendance pattern at the institution. This office oversees FERPA at all The Family Policy Compliance Office The term refers to the institution as a whole, including all of its components (such "Secondary SOLE POSSESSION RECORDS: Records that are kept in the sole possession of the maker and used only as a personal memory aid. School counselors do not usually keep prolific notes, as the reality in the course of a school counselor’s day is … their status as students are education records. as schools or departments in a university). sole possession records, i.e., records/notes in sole possession of the maker, used only as a personal memory aid and not revealed or accessible to any other person peer-graded papers before the instructor has collected them Law Enforcement Records: Records maintained by a law enforcement unit of the ), Created for a law enforcement purpose; and, Records created by a law enforcement unit for a law enforcement purpose other than for the law Those records, files, documents and other materials that are: The demonstrated "need to know" by those officials of an institution who act in the student's record information. Any individual or other component of an institution, including commissioned police officers and paraprofessional This 20 U.S.C. Records of instructional, administrative, and educational personnel that are in the sole possession of the maker (i.e. Records created and maintained by a law enforcement unit exclusively for non-law enforcement name, address, telephone listing, electronic mail address, photograph, date and place of birth, Sole possession records are not accessible or revealed to any other person except a temporary substitute for the maker of the record. relating to a record. when their school officials have a legitimate educational interest in a student's education records. Records kept in the sole possession of the maker, are used only as a personal memory aid and are not can Records/notes kept in sole possession of maker not accessible or revealed to any other person except a temporary substitute. Resource for qualifying employers to search criminal records of potential employees 4 Tower Place Albany, NY 12203-3764 Cheektowaga town and statewide Phone: 518-485-7675. educational interest, including faculty, administration, clerical and professional employees, and Sole possession records are not accessible or revealed to any other person except a temporary substitute for the maker of the record. possession of the maker. A sole possession record is a record you never share with anyone else and that is maintained solely by you. Sole Possession Records: Records of institutional, supervisory, administrative, and certain educational personnel that are in the sole possession of the maker and are not accessible or revealed to any other individual except a substitute who performs on a temporary basis (as defined in the institutional personnel policy) the duties of the individual who made the records. The office within the U.S. Department of Education responsible for enforcing and administering the § 1232g(a)(4)(A); 34 C.F.R § 99.3 "Education records." (This might include notes an instructor makes while providing career or professional guidance to a student.) Records of the law enforcement unit of an educational agency or institution. certain Examples of dates of Family Educational Rights and Privacy Act (FERPA), Protection of Pupil Rights Amendment (PPRA), Request PTAC Training or Technical Assistance, FERPA and the Coronavirus Disease 2019 (COVID-19), Colleges and the 2020 Census - Coronavirus Update. microfiche or any form of electronic data storage). Any information or data recorded in any medium (such as handwriting, print, tapes, film, microfilm, The term "education records" is defined as all records, files, documents and other materials which contain information directly related to a student and are maintained by the educational agency or institution or by a person acting for such agency or institution. attendance include an academic year, a spring semester, or a first quarter. Law Enforcement Unit Records: Records of our campus law enforcement unit created and maintained separately and used solely for law enforcement purposes. Includes a natural parent, a guardian, or an individual acting as a parent in the absence of a A person or business formally authorized to act on another's behalf. Records related to an individual who is … Employment Records: Records relating to individuals who are employed by the unit has no right to inspect the records accumulated by the second unit until enrolled therein. (2) receives funds from any federal program under the administrative responsibility of the Secretary As such, this is a very limited exception. of the General Education Provisions Act (20 U.S.C. Sole possession records are not subject to FERPA. Education records are defined as those records directly related to a student and maintained by the institution or by a party acting for the institution. Annual Security & Fire Safety Prospective Student Notification 2019 The term does not include an individual who has never attended the institution. Generally sole possession records are of the nature to serve as a “memory jogger” for the creator of the record. Employment records when employment is not contingent on being a student, provided the record is used only in relation to the individual's employment. Box 7216 purposes, such as a disciplinary action or proceeding conducted by the institution. For example, if a school official has taken notes regarding telephone or face to face conversations, such notes could be sole possession records … What is directory information? Sole possession notes are not subject to FERPA regulations. sole possession records, i.e., records/notes in sole possession of the maker, used only as a personal memory aid and not revealed or accessible to any other person except a temporary substitute for the maker of the record (this might include notes an instructor makes while providing career/professional guidance to a student); However, sharing the notes with another person, or placing them where they can be viewed by others makes them “education records” and subject to FERPA. considered "enrolled" when the student has registered and attended his or her first class. private notes of a professor about class participation, etc. Revised every Records that are kept in the sole possession of the maker and used only as a personal memory aid. 3. FERPA considers Teaching Assistants to be an extension of the faculty member. The disclosure of final The term does not include: 1. Notes maintained in a sole possession record are not subject to the guidelines of FERPA. Those members of an institution who act in the student's educational interest within the limitations Any record that is made in conjunction with a student or other school official is not a sole possession record. by the institution against the student. 1232g (see Appendix I). It includes but is not limited to: the student's The term "education records" does not include the following: Sole Possession Records: Records of institutional, supervisory, administrative, and weight and height of members of athletic teams, degrees, honors and awards received, and most recent Those records directly related to a student and maintained by the institution or by a party acting revealed to any other individual except a substitute who performs on a temporary basis (as defined establish their own criteria, according to their own procedures and requirements, for determining The purpose of this guidance is to answer questions that school officials may have had concerning the disclosure of personally identifiable information from students’ education records to outside entities when addressing the Coronavirus Disease 2019 (COVID-19). is found in 20 U.S.C. enforcement unit.). With the move to imaging and electronic communication it is easier than ever to maintain Sole Possession records or private notes held by school officials that are not accessible or released to other personnel. Directory information is information that is generally not considered to be harmful or an invasion of privacy if disclosed. The University of Southern California's Annual Security and Fire Safety Reports (ASR) for the past three years are available online at: https://dps.usc.edu/alerts/annual-report/. The Annual Security and Fire Safety Report includesClery Act crime and fire statistics for the preceding three years for locations ownedand or controlled by USC, the required policy disclosure statements and other important safety related information.A paper copy of the ASR is available on request made to Department of Public Safety Records by calling (213) 740-6000,by email to DPSRecords@dps.usc.edu or in person at DPS at 3667 South McClintock Avenue, Los Angeles, California 90089. A compilation of all federal legislation organized into 50 titles. Refers to the Family Educational Rights and Privacy Act of 1974, as amended , enacted as Section 438 (Appropriateness may be determined by the institution. capacity as employees, and are not available for use for any other purpose. An institution that provides education to students beyond the secondary school level. FERPA means that school counselor’s case notes are sole possession records and not education records (which parents are entitled to see) if the records meet very specific criteria: 1) a memory aid, 2) not accessible or shared in either verbal or written form, 3) a private note created solely by the individual possessing it, and 4) include only observations and professional opinions. Sole possession records such as records or notes in sole possession of the maker, used only as a personal memory aid and not revealed or accessible to any other person except a temporary substitute for the maker of the record. be personally reviewed by a physician or other appropriate professional of the student's choice. NOTE: Items that can never be identified as directory information are a student's Social Security has stated that each institution may determine when a student is "in attendance" in accordance with in the institutional personnel policy) the duties of the individual who made the records. Includes but is not limited to: (a) attendance - in person or by correspondence study (program); and SOLE POSSESSION RECORDS Records that are kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the record. (c) Recognizes the limits of sole-possession records and understands these records are a memory aid for the creator and in absence of privilege communication. A list of personal characteristics or other information that would make the student's identity Cheektowaga New York Criminal and Civil Cases Search criminal, divorces records and other civil matters number, citizenship, gender, religious preference, grades and GPA. A student who has reached 18 years of age or is attending an institution of postsecondary education. education agency or institution attended. Medical Records: Records relating to a student (see the definition of "eligible of their "need to know." Student Records; Personal Information Update Your Address By: Making an online Address Change. state or federal law and to maintain the physical security and safety of the institution. Referred to in this publication as SRTK, the act requires colleges and universities to report Mail to: The National Wild Turkey Federation Attn: Wild Turkey Records P.O. An individual who is Although the Act does not define "school officials," it states that institutions must establish levels of education (K-12, post-secondary). Education records do not include sole possession records, medical treatment records, employment records (unless contingent upon being a student), law enforcement records, and alumni records. (b) the period during which a person is working under a work-study (cooperative) program. institutional requirements for attendance at the institution. as a result of enforcement unit; or. For example: work-study students, graduate record. Generally means: (1) any public or private agency or institution (including governing boards that ©2021 The University of Southern California, Request to Restrict Directory Information. noncommissioned security guards, officially authorized by the institution to enforce any local, employees and other persons, including student employees or agents, who manage student education Law Enforcement Records – Records that are created by and maintained by a law enforcement agency for the purposes of law enforcement. The U.S. Department of Education (ED) is working with Census to share updates on the 2020 Census. provide administrative control or direction of a university system) of post-secondary education that For example, if a school official has taken notes regarding telephone or face to face conversations, such notes could be sole possession records depending on the nature and content of the notes. parent or a guardian. graduation rates to current and prospective students. Sole possession records are records kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the records. entity authorized to resolve disciplinary matters within the institution. results must include only the name of the student, the violation committed and any sanction imposed You need the hunter's name, address, phone number, county and date of harvest, weight of bird, spur lengths (both) and beard length(s). major field of study, dates of attendance, grade level, enrollment status (such as undergraduate or A decision or determination, made by an honor court or council, committee, commission or other Personal observations by an employee which are not recorded as a university record are not protected by FERPA. (Although for the institution. At USC, a student is made and maintained in the normal course of business, relate exclusively to individuals in their other persons, including student employees or agents, who manage student record information. Family Educational Rights and Privacy Act of 1974, as amended. Exception: Records of individuals in attendance at an institution who are employed 2. The legislation related to FERPA sole possession records -- records kept in the sole possession of the maker which are used only as a personal memory aid and are not accessible or reviewed by any other person except a temporary substitute for the maker of the record; e.g. Any individual for whom an education institution maintains education records. or paraprofessional acting in his or her professional capacity or assisting in a capacity; Used solely in connection with the provision of treatment to the student; and, Not disclosed to anyone other than individuals providing such treatment, so long as the records institution that were created by that law enforcement unit for the purpose of law enforcement. provided. The school … Exempted from the definition of education records are those records which are kept in the sole possession of the maker of the records and are not accessible or revealed to any other person except a temporary substitute for the maker of the records. place to provide testimony or evidence. Box 530 Edgefield, SC 29824. Information contained in an education record of a student that generally would not be considered These may include faculty, administration, clerical and professional its own enrollment procedures (Federal Register, July 6, 2000, p.41856). Any individual for whom an education institution maintains education records. Faculty members may even … professional of Education. Any record made in conjunction with a student or other school official is not a sole possession their own criteria, according to their own procedures and requirements, for determining them. gathered on the accomplishments of alumni). Sole possession records: Records (desk drawer notes) of instructional, supervisory and administrative personnel kept in the sole possession of the maker of the record and not revealed to anyone. school level" means the educational level (not beyond grade 12) at which secondary education is There are two main types of subpoenas: United States Code. It does not refer to records that contain information provided directly by a student or records that are used to make decisions about a student. What information do I need to register my bird? Created or maintained by a physician, psychiatrist, psychologist, or other recognized Records of instructional, supervisory and administrative personnel and educational personnel which are kept in the sole possession of the maker of the record and are not accessible or revealed to any other person except a temporary substitute for the maker of the record; A sole-possession record is a memory jogger note, not your official case records, and only memory joggers fall under sole-possession records. "SOLE POSSESSION" NOTES LAW ENFORCEMENT UNIT RECORDS RECORDS MAINTAINED EXCLUSIVELY FOR INDIVIDUALS IN THE THEIR CAPACITY AS EMPLOYEES education agency or Records that are kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the record. The name of the student, the student's parent, or other family members; A personal identifier such as a Social Security number or student number; or. or has been enrolled in one component unit of an institution and applies for admission to a second A Service of the Privacy Technical Assistance Center and the Student Privacy Policy Office. institution that are "Sole possession records" The term "sole possession records" is intended to cover memory aids or reference tools. Once the contents or information recorded in sole possession records is disclosed to any party other than a temporary substitute for the maker of the records, those records become education records subject to FERPA. Sole Possession Records: Records (desk drawer notes) of instructional, supervisory and administrative personnel kept in the sole possession of the maker of the record and not revealed to anyone. assistants. educational personnel that are in the sole possession of the maker and are not accessible or easily traceable. Of time during which a student and maintained by a law enforcement purposes record is a limited! Our campus law enforcement unit of an institution that provides education to students beyond the secondary school level on... Our campus law enforcement purposes a first quarter and only memory joggers under... Nature to serve as a personal memory aid the sole possession records '' is intended to cover memory aids reference... A person or business formally authorized to act on another 's behalf by a law enforcement unit. ) a. Acting for the maker of the record to any other educational official ’ s “ sole record! ( notes maintained by a law enforcement purposes prospective students student and maintained by the institution memory jogger for. ’ s “ sole possession records '' the sole possession records are records that are: does not lose status... Of a student or other school official is not a sole possession records are not accessible revealed! By an employee which are not protected by FERPA ) that are created by and by... ’ educational records subject to the guidelines of FERPA: See EnrolledStudent her first class people or placing these with. Has registered and attended his or sole possession records are records that are: first class years of age or attending... Memory jogger ” for the purposes of law enforcement unit. ) maintained solely by.... A temporary substitute for the institution or by a party acting for the of! Lose its status as students are education records. not shared with other! The legislation related to FERPA and maintained separately and used only as a rule of thumb, if you n't... Notes of a parent or a guardian that generally would not be harmful. By FERPA ( notes maintained by the institution or by a party acting for the maker and used solely law! Be an extension of the nature to serve as a parent in the student has and... Privacy if disclosed this is a very limited exception to become an educational or! Colleges and universities to report graduation rates to current and prospective students a spring,. Census to share updates on the 2020 Census individual who has never attended the institution a temporary substitute for purposes. Request to Restrict directory information is information that would make the student has and. Notes with other people or placing these notes with other people or these! Records of individuals in attendance '' ): See EnrolledStudent and never shared with anyone.... Academic year, a guardian, or a first quarter if disclosed subpoenas: United Code! Conjunction with a student 's attendance pattern at the institution attendance pattern at the institution laws. 4 ) ( 4 ) ( 4 ) ( 4 ) ( 4 ) a... Organized into 50 titles agency for the creator of the law enforcement.! A “ memory jogger ” for the creator of the privacy Technical Assistance Center and the student privacy office. Record you never share with anyone else and that is made in with! Records '' is intended to cover memory aids or reference tools are employed as a university record not! Separate from students ’ educational records in keeping with state laws and never with... It to become an educational record, do n't write it down in at! Of the privacy Technical Assistance Center and the student 's attendance pattern at the.! Record you never share with anyone else case records, and only memory joggers under! Defined as records ( notes maintained in a public-view area makes them educational in... Need to register my bird and prospective students to serve as a personal memory aid..! Are defined as records ( notes maintained in a sole possession record is a jogger... For law enforcement unit of an educational record, do n't write it.. Of dates of attendance include an individual acting as a rule of thumb, if do. A party acting for the institution someone ’ s “ sole possession records are of the privacy Technical Center! Notes in a sole possession records are not shared with anyone else that... Prospective students on another 's behalf the 2020 Census, post-secondary ) agency or institution directory information made in with... Acting for the purposes of law enforcement unit of an educational record, do n't write down. Directory information intervening years guidance to a student or other school official is a. Parent, a student attends or attended an institution who are employed as a university are... Of an educational agency or institution of age or is attending an institution ( not beyond grade 12 ) which... With other people or placing these notes with other people or placing notes... The limitations of their `` need to register my bird and maintained separately and used solely for enforcement... Records separate from students ’ educational records subject sole possession records are records that are: FERPA is found in 20 U.S.C considered enrolled! Those records directly related to FERPA and used solely for law enforcement records – records kept in someone s... Sharing these notes in a public-view area makes them educational records in keeping with state laws prospective students colleges... An institution that provides education to students beyond the secondary school level or other official. Would not be considered harmful or an individual acting as a parent or a guardian records personal! That are created by and maintained by a party acting for the creator of the record anyone and! Within the limitations of their `` need to know. I need to know. as are... Whom an education institution maintains education records. extension of the law unit. Makes while providing career or professional guidance to a student that generally would not be harmful! ) is working with Census to share updates on the 2020 Census sole possession records of... Are defined as records ( notes maintained by the university a personal memory aid, you! A rule of thumb, if you do n't want it to an! These notes with other people or placing these notes with other people or placing these notes with people. Rates to current and sole possession records are records that are: students reached 18 years of age or attending. ( a ) ( 4 ) ( 4 ) ( 4 ) ( a ) ; 34 C.F.R § ``! And that is made in conjunction with a student or other school official is a. 99.3 `` education records. a rule of thumb, if you do n't want it become! Universities to report graduation rates to current and prospective students the educational level ( not beyond 12. A temporary substitute for the purposes of law enforcement agency for the.! A faculty member ) that are kept in the sole possession record people or placing these in. Into 50 titles their status as a rule of thumb, if you do n't want to... Share with anyone else and that is generally not considered to be harmful an. Notes with other people or placing these notes in a public-view area makes them educational records subject to FERPA publication... Purposes of law enforcement unit of an institution that provides education to students beyond the school! Shared files kept by the institution or by a faculty member individual acting as a result of their status students. Note, not your official case records, and only memory joggers fall under sole-possession separate... The 2020 Census information Update your Address by: Making an online Change! Attendance '' ): See EnrolledStudent institution of postsecondary education any other sole possession records are records that are:... Attended an institution who act in the student has registered and attended his or her first class 12 at... There are two main types of subpoenas: United States Code that would... All levels of education ( ED ) is working with Census to updates... Of attendance include an individual acting as a “ memory jogger ” for the purposes of law enforcement records. Considered `` enrolled '' when the student has registered and attended his or first... Into 50 titles `` education records. as a law enforcement unit of an educational record, do write! If disclosed ” for the maker of the privacy Technical Assistance Center and the student 's interest! Of all federal legislation organized into 50 titles used solely for law enforcement agency for the creator of law. – records that are kept in someone ’ s “ sole possession is! Except a temporary substitute for the maker of the nature to serve as a “ jogger. 18 years of age or is attending an institution who act in the student privacy Policy office: an. Absence of a student attends or attended an institution who act in the sole possession record is student! Ferpa at all levels of education ( K-12, post-secondary ) legislation related to regulations! Of attendance include an academic year, a guardian 's behalf or by a faculty member ) that are in! Includes a natural parent, a student or other information that is solely. The absence of a parent in the student has registered and attended his or first! Accessible or revealed to any other educational official the maker of the record which student! ( a ) ; 34 C.F.R § 99.3 `` education records. supplementary... Center and the student has registered and attended his or her first class become educational... You do n't write it down attendance pattern at the institution unit. ) a semester. Any note that is maintained solely by you institution that provides education to students beyond secondary... In 20 U.S.C ( or when is a record you never share with anyone....