FERPA Groups

Use the FERPA Groups page to configure and manage the Family Educational Rights and Privacy Act (FERPA) groups for your campuses.

To share directory information, you must use the FERPA Groups page to configure and manage the FERPA groups for your campuses. FERPA groups specify the type of information in the directory that the student can select to share with anyone.

• You can specify one FERPA group per campus

• The groups is automatically associated to the student when they enroll in a campus

For a group, you also specify a sharing level that determines whether the student:

• Can choose the information specified for the group that they want to share (Partial) 

• Must share all or none of the information specified for the group (All) 

In addition to predefined fields that you can select to include in the directory information, you can also add additional fields. The new fields you add to one FERPA group are available to select for any other FERPA groups you add.

Prerequisites

Authorizations:

• Contact Manager – Settings – View

• Contact Manager – Settings – Manage

To edit an item associated with multiple campuses, you must have access to all assigned campuses. If you have access to only some of the campuses, you can view the item but cannot edit it. When adding an item, you can select only campuses you can access.

You should be familiar with how to Use the Features for FERPA.

Access

Settings > Contact Manager > FERPA Groups

Columns

Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item. Date Added The date when the item or person was added or the status change was entered. Date Modified The date when the item was changed. On some pages, the date also includes the timestamp.

Directory Information Displays the information in the directory that your institution selected to be shared for the student. Modified By The name or user ID of the person who changed the item. Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

Filters

You can filter the list by specifying all or part of the name in the search box at the top of the page.

Add or Edit Items

You can specify a maximum of one FERPA group per campus.

1. To:

   • Add an item, select New or Add

   • Edit an item, select its name

   Warning: Changing the FERPA group for a campus removes the existing directory information selected by the students.

2. Review, specify, or change the values.

   Active Specifies whether the associated record is active. Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item.

   Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Sharing Level The sharing level associated with the selected FERPA Group (such as All or Partial).

3. Take the appropriate action.

   Task You Want to Perform	Actions to Take
   Add fields to the directory for the campus	Select Add on the toolbar. Type the Name of the field in the grid. If you want the new field included in the directory information, select the Active Specifies whether the associated record is active. check box.
   Exclude a field in the directory information for the campus	Clear the Active check box.
   Include a field in the directory information for the campus	Select the Active check box in the record for the field.
   Delete a field (The field must not be selected for any of the existing FERPA groups.)	Select the record for the field and select Remove.

4. Save your changes.

Audit for FERPA 

When FERPA groups are added or changed, Anthology Student creates an audit record in the database for almost all of the changes so that you can create SQL queries to audit the changes.

Delete a FERPA Group

You can delete FERPA groups. Deleting an item permanently removes it. No record of deleted list items is maintained in Anthology Student.

1. Highlight the item.

2. Select Delete on the toolbar.

Anthology Student removes the item from the list.

 

This feature applies to U.S. compliance only.