FERPA Training Policy

PURPOSE
To outline the policy and procedures for FERPA training at the School.

AUDIENCE
All faculty and staff in the Office of Medical Education

LCME STANDARD
11.5 Confidentiality of Student Records

POLICY

DEFINITION
FERPA: The popular name for the Family Educational Rights and Privacy Act of 1974. (20 U.S.C. Section 1232g, 34 CFR 99).

  1. The requirements as specified in the policy apply to both new hires and established employees.
  2. This policy contributes to compliance with The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99).
  3. The School requires all faculty and staff with access to personally identifiable student educational information to complete mandatory FERPA training.
  4. The FERPA Training course provides essential information to all employees on the Family Educational Rights and Privacy Act of 1974, which is a federal law that protects the privacy of student education records. Also see the University’s systemwide FERPA policy, RMP-12.
  5. FERPA protects the privacy rights of students by giving college students the rights (with some exceptions) to:
    1. Control the disclosure of their “education records” to others
    2. Inspect and review their own “education records”
    3. Seek amendment of their “education records”
    4. Receive annual notification of their rights under FERPA
    5. File complaints with the Department of Education regarding the failure of the institution to comply with FERPA.
  6. UC students have these rights as soon as they enroll or register with an academic program of the University. (Once a student of any age is enrolled in or registered with an institution of higher education, the FERPA rights transfer from the parent to the student.)
  7. UC students under the age of 18 are treated as adults for this purpose – they have the same rights as any other student once they enroll or register at UC.
  8. Visit the UC Davis Office of the University Registrar web page for additional information for faculty and staff.

PROCEDURE

  1. The School’s FERPA training is available through the UC Learning Center and is comprised of the following areas:
    1. FERPA training information
    2. FERPA Quiz
    3. Certificate of Completion
  2. To ensure compliance while working with students, and in order to be allowed access to protected student information, a faculty or staff member must complete all areas of the FERPA training.
  3. New staff and faculty are required to complete FERPA training within three months of their start date.
  4. Office of Medical Education Vice, Associate, and Assistant Deans, directors, and staff are required to complete the training every two years.
  5. The Registrar of the School of Medicine tracks FERPA compliance for all faculty and staff.

RESPONSIBILITY
Vice Dean for Medical Education
Assistant Dean for Medical Education

REFERENCES
Code of Federal Regulations, Title 34, Part 99; Family Educational Rights and Privacy.
THE REGENTS OF THE UNIVERSITY OF CALIFORNIA OFFICE OF THE GENERAL COUNSEL, FERPA 101 – FERPA AT THE UNIVERSITY OF CALIFORNIA

POLICY OWNER
Registrar

REVIEWED BY
Vice Dean for Medical Education
Associate Dean for Students
Assistant Dean for Medical Education
Registrar*

REVIEWED DATE and REVIEW CYCLE
January 2024; 3-year cycle

* Indicates the Policy Owner