Hello! I am creating our FERPA policies and procedures, and would like to be able to run a report to see who has a FERPA restriction or has given permission for other persons to have access to the student's education record. Currently students complete a form to request a FERPA directory restriction or to give consent for designated persons to access their education record. Once they complete either of these forms, I'd like to keep track of these in Genesis and be able to run reports.
I've attached a screenshot of what the FERPA drop down looks like under the Academics/Personal Info area of the student's details. Is it possible to tie this to reports? It would be helpful to see a column in the "Enrolled Students" report as well as the "Student Degrees" report so that we can view who has a Directory hold for a Commencement Ceremony. I would also like the FERPA information to appear in the "Degree Candidacy" drop down in their "Academics" details. I can't upload a second screenshot, but it would be great if under the "Commencement" section there would be some indication of whether or not the student possesses a FERPA restriction since that would precent them from being listed in the Program and other Seminary publications.
Also, would it be possible to make it clear to faculty via the faculty portal in Genesis which students have a FERPA restriction? This would prevent the office of the Registrar from having to alert instructors each term to which students have FERPA designations. We will be hosting a training for faculty and staff soon and it would be great to be able to train them accordingly on how to find out who has or doesn't have a FERPA restriction.
Thank you so much!
Hello,
Thank you for your detailed Request.
Could you please email me a copy of the FERPA form you are currently using. parkerdana@gmail.com
Questions:
You mention two forms. Is it just one form but you want to track that you received a FERPA form even if they provide no restrictions or people with permissions?
Do you want All of the FERPA information or just the "Hide Contact Info in Student Directory" flag?
This has been added to the feature requests.
Dana
*GNECsis Support Specialist*
The two forms are basically just tied to what is already in Genesis in the FERPA drop down. One is to have a restriction (which is a check box) and the other is to add relationships. I need to be able to pull a report strictly for FERPA (since FERPA restrictions/relationships are indefinite even after the student leaves the school, until student changes this in writing). I also need to see who have FERPA restrictions when I run an enrolled by term report. Talking to some other colleagues we need faculty to be able to see who in their classes have FERPA restrictions, otherwise I would have to email each instructor with a list of students who have restrictions. I need this completed by August 1st, 2019 so that I can provide a school wide training for faculty and staff. Thank you!
Registrar
Nazarene Theological Seminary
Kansas City (USA)
Update - I believe that the updates requested, other than the report, are done. The report remains on the enhancement list.
Senior Software Developer
Global Ministry Center - Church of the Nazarene
I believe all of the currently requested FERPA enhancements have now been completed. Please review and let us know if you need additional changes.
Senior Software Developer
Global Ministry Center - Church of the Nazarene