Registration: Privacy (FERPA)

CampusESP FERPA Module Staff Training Information

The Family Educational Rights and Privacy Act & WCU's Privacy Policy sets forth requirements regarding the privacy of student records and affords students certain rights with respect to their education records.

Although parents do not have a right to these records, the university is permitted to share these records with the parents if the student authorizes that access. West Chester University utilizes the Ram Fam Central to provide and manage that access. FERPA authorization only grants access to information, it does not grant the right to act on the student's behalf.

For reference:

Family can follow these steps to request access to students records.
Students can follow these steps to provide access to families.

Overview

CampusESP is already in use to engage families and supports in the student experience, and the FERPA module will allow families to get detailed information about the student record.

What it offers:

The FERPA module offers a tool for students to share pieces of their student record with parents, families and other supporters. Below is an overview of some of the features:

  • A way for parents/families to request access to records. The request then goes to the student for review/approval.
  • A way for students to begin the process of granting parents access to records.
  • Easy way for students to update/remove their parent's access at any time.
  • Access by category such as: grades, class schedule, bill, etc.
  • An easy-to-use interface for parents to see information. Below is an example of a dashboard parents can see. They can click on these tiles to get more information.

CampusESP FERPA Module Staff Training Information 1

Information available in the Portal

Credit Hours Tile.

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  • Class schedule for current & future terms
  • Includes class subject & number (not section), class name, number of credits

Example:

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Status Tile.

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  • Includes student status as of max registration term.
  • Classification (Undergraduate, graduate, doctoral)
  • Degree
  • College
  • Following footnotes: To see more about the meaning of Full-Time and Part-Time status.
    Undergraduate Students
    Graduate Students

Example:

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Holds & Tasks Tile

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  • Lists tasks & holds students have and a table that shows if it impacts access to registration and/or transcripts

Example:

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GPA/Unofficial Transcript Tile

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  • Shows the student's unofficial transcript.

Example:

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Financial Aid Tile

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  • Shows Award name, type, amount.

Example:

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Financial Aid Requirements Tile:

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Example:

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The Details (i.e. FAQs)

  • Students name displays legal only.

Here is what the experience looks like. Parents enter students email (not name) to make a connection

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Once a student approves a connection: Parents would see the name on the student dashboard once the connection is made.

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Students will be addressed by their name in the email they receive to authorize parent access. In that email we can explain to students which name their family member will see in CampusESP.

  • Students who have filed a FERPA non-disclosure request will not have CampusESP connections available to them.
  • If a student ADDS a connection: that occurs at the next data load (2 am)
  • When a student removes a connection, that change occurs immediately.
  • Connect expires after 5 years.
  • Parents receive an email when data has been updated. The email doesn't include any sensitive information in the email communication. It just prompts the parent to log in