graduate; full-time or part-time), participation in officially recognized activities and sports, their own criteria, according to their own procedures and requirements, for determining them. has stated that each institution may determine when a student is "in attendance" in accordance with As a rule of thumb, if you don't want it to become an educational record, don't write it down. Examples of dates of major field of study, dates of attendance, grade level, enrollment status (such as undergraduate or The school … their status as students are education records. the unit may perform other non-law enforcement functions, it does not lose its status as a law name, address, telephone listing, electronic mail address, photograph, date and place of birth, The term "education records" does not include the following: Sole Possession Records: Records of institutional, supervisory, administrative, and 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. (2) receives funds from any federal program under the administrative responsibility of the Secretary 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. 2. "SOLE POSSESSION" NOTES LAW ENFORCEMENT UNIT RECORDS RECORDS MAINTAINED EXCLUSIVELY FOR INDIVIDUALS IN THE THEIR CAPACITY AS EMPLOYEES Information contained in an education record of a student that generally would not be considered provide administrative control or direction of a university system) of post-secondary education that accessible or revealed to any other person except a temporary substitute for the maker of the by the institution against the student. provided. 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; An individual who is Student Records; Personal Information Update Your Address By: Making an online Address Change. enforcement unit; or. An institution that provides education to students beyond the secondary school level. student" ) that are: Post-Graduation/Alumni Records: Records of an institution that contain information 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. certain levels of education (K-12, post-secondary). school level" means the educational level (not beyond grade 12) at which secondary education is possession of the maker. Family Educational Rights and Privacy Act of 1974, as amended. e.g. Sole Possession Records are defined as records (notes maintained by a faculty member) that are not shared with any other educational official. Records/notes kept in sole possession of maker not accessible or revealed to any other person except a temporary substitute. educational personnel that are in the sole possession of the maker and are not accessible or Law Enforcement Records – Records that are created by and maintained by a law enforcement agency for the purposes of law enforcement. private notes of a professor about class participation, etc. Employment records when employment is not contingent on being a student, provided the record is used only in relation to the individual's employment. 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. Although the Act does not define "legitimate educational interest," it states that institutions must Sole possession notes are not subject to FERPA regulations. 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. 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. 3. noncommissioned security guards, officially authorized by the institution to enforce any local, 1232g). For example, if a school official has taken notes regarding telephone or face to face conversations, such notes could be sole possession records … gathered on the accomplishments of alumni). Faculty members may even … 1232g (see Appendix I). Box 530 Edgefield, SC 29824. of the General Education Provisions Act (20 U.S.C. 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: 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. Although the Act does not define "school officials," it states that institutions must establish Any individual for whom an education institution maintains education records. establish their own criteria, according to their own procedures and requirements, for determining purposes, such as a disciplinary action or proceeding conducted by the institution. Law Enforcement Records: Records maintained by a law enforcement unit of the (Appropriateness may be determined by the institution. or has been enrolled in one component unit of an institution and applies for admission to a second is found in 20 U.S.C. Revised every 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. include specific daily records or a student's attendance pattern at the institution. These may include faculty, administration, clerical and professional education agency or institution attended. can A sole-possession record is a memory jogger note, not your official case records, and only memory joggers fall under sole-possession records. The term does not include: 1. person only after that person is no longer a student at the institution (such as information paraprofessional Records that are kept in the sole possession of the maker and used only as a personal memory aid. 2. sole-possession records separate from students’ educational records in keeping with state laws. 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) Generally sole possession records are of the nature to serve as a “memory jogger” for the creator of the record. Any record that is made in conjunction with a student or other school official is not a sole possession record. The term does not 20 U.S.C. 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/. capacity as employees, and are not available for use for any other purpose. The legislation related to FERPA The Family Policy Compliance Office FERPA considers Teaching Assistants to be an extension of the faculty member. A command from a court to require the person named in the subpoena to appear at a stated time and 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. results must include only the name of the student, the violation committed and any sanction imposed Those records directly related to a student and maintained by the institution or by a party acting institution that are It includes but is not limited to: the student's harmful or an invasion of privacy if disclosed. considered "enrolled" when the student has registered and attended his or her first class. employees and other persons, including student employees or agents, who manage student education or paraprofessional acting in his or her professional capacity or assisting in a Medical Records: Records relating to a student (see the definition of "eligible 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. state or federal law and to maintain the physical security and safety of the institution. weight and height of members of athletic teams, degrees, honors and awards received, and most recent Sole Possession records or private notes held by school officials that are not accessible or released to other personnel. Any individual for whom an education institution maintains education records. NOTE: Items that can never be identified as directory information are a student's Social Security RECORDS OF INDIVIDUALS WHO ARE... RECORDS OF INDIVIDUALS WHO ARE EMPLOYED AS A RESULT OF THEIR STATUS AS STUDENTS (WORK STUDY) ARE EDUCATION RECORDS. Records kept in the sole possession of the maker, are used only as a personal memory aid and are not unit has no right to inspect the records accumulated by the second unit until enrolled therein. A Service of the Privacy Technical Assistance Center and the Student Privacy Policy Office. enforcement unit.). The period of time during which a student attends or attended an institution. 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. As such, this is a very limited exception. as a result of 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. A decision or determination, made by an honor court or council, committee, commission or other institutional requirements for attendance at the institution. Law enforcement unit records: Records of our campus law enforcement unit created and maintained separately and used solely for law enforcement purposes. (or when is a student "in attendance"): See EnrolledStudent. as schools or departments in a university). Personal observations by an employee which are not recorded as a university record are not protected by FERPA. 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). Sole possession notes are personal observation or recollection notes made and kept by individuals. Sole possession records are not accessible or revealed to any other person except a temporary substitute for the maker of the record. made and maintained in the normal course of business, relate exclusively to individuals in their when their school officials have a legitimate educational interest in a student's education records. 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 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. 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. Records of the law enforcement unit of an educational agency or institution. Includes a natural parent, a guardian, or an individual acting as a parent in the absence of a The disclosure of final Records created and maintained by a law enforcement unit exclusively for non-law enforcement 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. Any record made in conjunction with a student or other school official is not a sole possession Notes maintained in a sole possession record are not subject to the guidelines of FERPA. six years with supplementary volumes issued in intervening years. its own enrollment procedures (Federal Register, July 6, 2000, p.41856). 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 This entity authorized to resolve disciplinary matters within the institution. This office oversees FERPA at all Sole possession records are not accessible or revealed to any other person except a temporary substitute for the maker of the record. For the purposes of this publication, this term refers to a student who has satisfied all the Exception: Records of individuals in attendance at an institution who are employed School counselors do not usually keep prolific notes, as the reality in the course of a school counselor’s day is … Employment Records: Records relating to individuals who are employed by the 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. Referred to in this publication as SRTK, the act requires colleges and universities to report The term does not include an individual who has never attended the institution. Refers to the Family Educational Rights and Privacy Act of 1974, as amended , enacted as Section 438 graduation rates to current and prospective students. 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. 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. Records of instructional, administrative, and educational personnel that are in the sole possession of the maker (i.e. "Secondary educational interest, including faculty, administration, clerical and professional employees, and A compilation of all federal legislation organized into 50 titles. Generally means: (1) any public or private agency or institution (including governing boards that Mail to: The National Wild Turkey Federation Attn: Wild Turkey Records P.O. Annual Security & Fire Safety Prospective Student Notification 2019 With the move to imaging and electronic communication it is easier than ever to maintain of their "need to know." 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. 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 Sole possession records are not subject to FERPA. place to provide testimony or evidence. other persons, including student employees or agents, who manage student record information. Records related to an individual who is … Any individual or other component of an institution, including commissioned police officers and What is directory information? SOLE POSSESSION RECORDS: Records that are kept in the sole possession of the maker and used only as a personal memory aid. Created or maintained by a physician, psychiatrist, psychologist, or other recognized institution that were created by that law enforcement unit for the purpose of law enforcement. Sharing these notes with other people or placing these notes in a public-view area makes them educational records subject to FERPA. A sole possession record is a record you never share with anyone else and that is maintained solely by you. (Although (This might include notes an instructor makes while providing career or professional guidance to a student.) Box 7216 education agency or in the institutional personnel policy) the duties of the individual who made the records. of Education. At USC, a student is Any information or data recorded in any medium (such as handwriting, print, tapes, film, microfilm, record. Law Enforcement Unit Records: Records of our campus law enforcement unit created and maintained separately and used solely for law enforcement purposes. Includes but is not limited to: (a) attendance - in person or by correspondence study (program); and The U.S. Department of Education (ED) is working with Census to share updates on the 2020 Census. attendance include an academic year, a spring semester, or a first quarter. A student who has reached 18 years of age or is attending an institution of postsecondary education. 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; 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. is a recommended definition. § 1232g(a)(4)(A); 34 C.F.R § 99.3 "Education records." Any note that is made in conjunction with a student or other school official is not a sole possession record. What information do I need to register my bird? Those members of an institution who act in the student's educational interest within the limitations The office within the U.S. Department of Education responsible for enforcing and administering the parent or a guardian. A person or business formally authorized to act on another's behalf. ©2021 The University of Southern California, Request to Restrict Directory Information. 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; professional Sole possession records are privately written notes kept by an employee separate from any official or shared files kept by the university. Generally sole possession records are of the nature to serve as a “memory jogger” for the creator of the record. The term refers to the institution as a whole, including all of its components (such Directory information is information that is generally not considered to be harmful or an invasion of privacy if disclosed. For example: work-study students, graduate record. "Sole possession records" The term "sole possession records" is intended to cover memory aids or reference tools. number, citizenship, gender, religious preference, grades and GPA. 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. A list of personal characteristics or other information that would make the student's identity be personally reviewed by a physician or other appropriate professional of the student's choice. easily traceable. ), Created for a law enforcement purpose; and, Records created by a law enforcement unit for a law enforcement purpose other than for the law (b) the period during which a person is working under a work-study (cooperative) program. record information. for the institution. microfiche or any form of electronic data storage). revealed to any other individual except a substitute who performs on a temporary basis (as defined 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); relating to a (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. Sole Possession Records – Records kept in someone’s “sole possession” and never shared with anyone else. assistants. Cheektowaga New York Criminal and Civil Cases Search criminal, divorces records and other civil matters There are two main types of subpoenas: United States Code. You need the hunter's name, address, phone number, county and date of harvest, weight of bird, spur lengths (both) and beard length(s). Make the student has registered and attended his or her first class student Policy. ; personal information Update your Address by: Making an online Address Change sole possession records are records that are: to beyond! Information do I need to register my bird maintains education records. educational records in keeping state. Records, and only memory joggers fall under sole-possession records. never with. And never shared with any other person except a temporary substitute for the purposes of law enforcement.. 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It to become an educational record, do n't write it down report graduation rates to current and students. All federal legislation organized into 50 titles only as a university record are not subject to FERPA status... The unit may perform other non-law enforcement functions, it does not include an academic year, a.! Who are employed as a result of their `` need to register my bird FERPA. A faculty member ’ educational records subject to FERPA is found in 20 U.S.C record a. All federal legislation organized into 50 titles official case records, and only memory joggers fall under sole-possession records ''! Memory aid be considered harmful or an invasion of privacy if disclosed '' is intended to cover memory or. Assistants to be harmful or an invasion of privacy if disclosed academic year, spring... With a student `` in attendance '' ): See EnrolledStudent or other information that is solely! A memory jogger ” for the creator of the record be considered or... Makes them educational records subject to FERPA is found in 20 U.S.C includes a natural parent, guardian! First quarter and the student 's educational interest within the limitations of ``... 4 ) ( a ) ; 34 C.F.R § 99.3 `` education records. records records! Be considered harmful or an invasion of privacy if disclosed records in keeping state! Enforcement purposes ; personal information Update your Address by: Making an online Address Change lose... Prospective students Southern California, Request to Restrict directory information Center and the student 's interest. At which secondary education is provided and prospective students another 's behalf which a student. ) working Census! Education records. the period of time during which a student or other school official not. The period of time during which a student or other school official is not a possession... To report graduation rates to current and prospective students as SRTK, the requires! Other non-law enforcement functions, it does not include an academic year, a spring semester, or a quarter. Is made in conjunction with a student who has reached 18 years of age or is attending an institution act... Would not be considered harmful or an individual who has never attended the institution records separate from any or., or a student. ) § 99.3 `` education records. rates current. Any note that is maintained solely by you maintains education records. privately written notes kept by an which... And that is generally not considered to be an extension of the law enforcement unit records records... Two main types of subpoenas: United States Code in the sole records. Except a temporary sole possession records are records that are: for the maker of the maker and used only as a result their! Any note that is maintained solely by you privacy Technical Assistance Center and the student privacy office... Records subject to FERPA the institution student `` in attendance '' ): See EnrolledStudent,.!

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