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Guidelines for Faculty and
Advisors
- DO refer requests for information from the Education Record of a
student to the proper education record custodian (a list of record types and
custodians is available as part of the University’s FERPA Policy at:
http://oncampus.richmond.edu/academics/registrar/policy/ferpapolicy.html
- DO keep only those individual student records necessary for
the fulfillment of your teaching and advising responsibilities. Private notes
of a faculty member concerning a student and intended for the faculty member's
own use are not part of the student's Education Record and should be kept
separately by the faculty member.
- DO change factual information regarding grades and performance in
an Education Record when the student is able to provide valid documentation
that information is inaccurate or misleading. The substantive judgment of a
faculty member about a student's work, expressed in grades and/or evaluations,
is not within the purview of students' right to challenge their educational
records.
- DO NOT display student scores or grades publicly in
association with names, University ID Numbers, or other personal identifiers.
If scores or grades are posted, use some code known only to you and the
individual student. If a partial UR ID Number is used, use no more than the
last five digits. In no case should the list be posted in alphabetic sequence
by student name.
- DO NOT put papers, graded exams books, or lab reports containing
student names and grades in publicly accessible places. Students are not to
have access to the scores and grades of others in class in ways that allow
other students to be identified.
- DO NOT request or look up information on a student without a
legitimate educational interest and the appropriate authority to do so.
- DO NOT share student educational record information, including
grades or grade point averages, with other faculty or staff members of the
University unless their official responsibilities identify their "legitimate
educational interest" in that information for that student.
- DO NOT share information from student educational records,
including grades or grade point averages, with parents or others outside the
institution, including in letters of recommendation, without written
permission from the student.
- Advisors should not discuss an advisee’s academic progress with the
advisee’s parent(s) unless the advisee has completed a card authorizing
release of such information to the parent(s). Students are given the
opportunity to complete such an authorization card during orientation and it
is stored in his/her advising file.
- WHEN IN DOUBT, err on the side of caution.
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