UCSD CAMPUS NOTICE University of California, San Diego |
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October 25, 1996 TO: ALL FACULTY FROM: Richard L. Backer Assistant Vice Chancellor for Enrollment Management/Registrar RE: Posting Student Grades This memo is intended as a reminder to all faculty that, absent student written permission, public posting of student grades is a violation of the federal Family Education Rights and Privacy Act, known as "The Buckley Amendment" or "FERPA". This law also disallows posting grades by use of a "personal identifier" (Social Security or other student identification number) in lieu of a student's name. As an alternative to posting final grades faculty are encouraged to refer students to the TeSS (Telephone Student Service system) or StudentLink (http://studentlink.ucsd.edu). Students may learn their grades soon after grades are submitted to the Registrar's Office through either. An alternative, if department policy permits, would be for students to obtain their grade from the department office. A specific day or time of day could be established when this service is available. Another alternative is for students to provide the instructor with a stamped, self-addressed envelope (or postcard, if that is acceptable to the student). Likewise, the law requires that absent written permission from the student, papers and examinations be returned to students in a way that protects their privacy. When the instructor is unable to personally return materials to students, they must be distributed so that scores or grades remain confidential. Some alternatives might be to arrange for students to pick up papers or exams at the department's office for individual distribution, or to have students provide the instructor with a stamped, self-addressed envelope. The law referred to in this memo, FERPA, governs access to records or data maintained by an educational institution and the release of such records or data. Information, such as student grades, is considered confidential and cannot be released to a third party without written consent of the student. The Department of Health, Education and Welfare has issued guidelines and interpretations of the law which are pertinent to the release of information, or the public posting of grades. These are: Education Records - those records, files, documents, and other materials which contain information directly related to a student. Record - information or data recorded in any medium, including, but not limited to handwriting, print, tapes, film, microfilm, and microfiche. Personally Identifiable - that data or information that includes the name of a student, a personal identifier such as Social Security Number or student number, a list of personal characteristics which would make it possible to identify the student with reasonable certainty or other information which make it possible to identify the student. Consent - educational institutions shall not permit access to or the release of education records or personal information of students to any party without the written consent of the student. While there are exceptions to this, none are applicable to this situation. Failure to comply with this law could ultimately result in the loss of federal funds and exposure to civil liability under California law. Questions about this policy should be referred to the Director of Student Policies and Judicial Affairs, extension 4-6225. |