FERPA WAIVER PROCESS Process Change Team Spring 2010 FERPA The F amily E ducational R ights and P rivacy A ct Enacted by Congress in 1974 to safeguard the confidentiality of student Educational Records ID: 716252
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STUDENT RELATIONSHIP MANAGEMENT (SRM)FERPA WAIVER PROCESSProcess Change TeamSpring 2010Slide2
FERPAThe Family Educational R
ights and P
rivacy
A
ct
Enacted by Congress in 1974 to safeguard the confidentiality of student “Educational Records”Slide3
FERPA Waiver Process An example illustrating University-Wide Communication GapsAmong students, staff, faculty and
Inconsistent Customer Service Orientation and TrainingSlide4
FERPA WAIVER PROCESS FLOW CHART= Existing and potential bottlenecks and problemsSlide5
STRENGTHSWEAKNESSES
An
expert OSA staff person with clear understanding of Banner Screens, and experience instructing advisers
Strong
basic information
on the OSA FERPA
website
Lack of: general staff, adviser, faculty
,
technical Banner know-how, experience handling complications; and sufficient technical staff to consult Lack of Standard and/or centralized operating procedures; and staff exhaustion due to staff shortages OPPORTUNITIESTHREATSPace could become a peer leader model for other institutionsParents are more aware of need for interaction with university officials due to the current economic climateThe current economic crisis resulting in family alienation due to high tuition costsLegal complications demanding close scrutiny and possible delays with any change in procedure
FERPA S.W.O.T. ANALYSISSlide6
FERPA Inconsistencies: Root Cause Analysis
MAN
Too many university offices handling questions causing bottlenecks
Lack of liaisons to consult with staff, advisers and faculty on FERPA compliance issues
Staff, Advisers, Faculty, untrained on FERPA Banner screen
MACHINE
Banner Screen inaccessible or not understandable for some faculty and staff
Lack of quick access by students and parents to FERPA web form
Webpage needs simpler format for completing waiver
METHODLack of standard operating procedures for all faculty and staff to follow Inconsistent communication of waiver process at orientationNo standard operating procedure for students to complete waiverMATERIALNeed for user-friendly FERPA info, online and in hands of faculty/staffNeed for FERPA form simple, clear instructionsTHE RESULT:Parents and Students perceive Pace University as inept and uncaring, with possible impact on retentionSlide7
CLARKSON Web FERPA form, tutorial, basics link, releasable directory info is releasable without consent CORNELL “Family Guide to incoming Parents and Students” LONG ISLAND UNIVERSITY Website is immediate and direct , listed on their homepage alongside campus security MONTCLAIR Info listed in 'Spotlight' section of Financial Aid page, and on featured parents link NEW YORK UNIVERSITY Homepage Policies & Guidelines link, info video, link to a FERPA tutorial and contacts SUNY NEW PALTZ Undergraduate Student Advising Handbook, and online class Schedule (Portal)UNIVERSITY OF ARIZONA 20 minute comprehensive online course geared clarifying FERPA. UNIVERSITY OF ROCHESTER Parent's Link on the home page, accessible in 3 clicks:
FERPA BENCHMARKSSlide8
Increase # students aware of waiver and its importanceIncrease # students making decision re: sign waiver or notEarlier informing student of pros and cons of signing the waiver Earlier student decisions regarding signing of waiverIncrease # staff /faculty w/detailed knowledge of waiver processIncrease # staff /faculty aware accessing Banner Waiver screenFaster posting of waiver decision in Banner
FERPA METRICSSlide9
Objectives:Earlier information packets re: FERPA – from recruitment, to admission, to orientationDesignate central location to handle FERPA general information for staff and familiesPreliminary FERPA training for professional and faculty advisers, re: communicating, expediting, tracking, completion of waiver formsBetter upfront placement of Waiver form on Pace website
More user friendly, easier accessible FERPA web pages
Assessment:
(to verify the extent of the problem
and potential solutions
)
Random sample survey
of students and staff to determine waiver knowledge and/or status
Survey of students already having a FERPA waiver notation in Banner
Random Focus groups of students , staff and stakeholdersAPPROACH TO IMPROVING FERPA PROCESS