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Privacy and FERPA

FERPA and Campus Privacy Practices

Confidentiality of information is a top priority at Augustana. This emphasis on protecting information is to comply with the Federal Educational Rights and Privacy Act (FERPA) and to protect student and employee privacy through our own institutional policies. Protected information addressed by law and our policies applies not only to currently enrolled students, but also to in-coming first-year and transfer students, former students, graduates, alumni and Augustana employees. The college-specific policies as they relate to the federal law (FERPA) and directory information is in the student handbook

Many employees will come into contact with protected and private information in the course of their job duties. Some of these records include grades, transcripts, test scores, evaluations, resumes, letters of recommendation, salary offers or ranges, financial information, billing records, as well as personal notes and messages to or about students or employees. Although every effort will be made to limit such contact, it is inevitable.

Files or other materials containing protected information may be accessed by an employee only when the duties of their job require it during the course of official college business. New employees will be trained within their office or department by a qualified staff member regarding what information may be accessed, what if any information may be provided to third parties and what information may not be shared. In addition, as a condition of employment, all employees are required to take an on-line privacy training at the time they are hired and then once every three years.

The release of records to any third party requires an original written signature included in the request or secure login authentication through a college-provided Arches account. We do not accept electronic or proxy signatures.

Privacy Training for Employees

This required training can be completed during a date and time that is convenient for the employee and should take approximately 35 minutes. Once completed, a database will make a record that you have completed the required training. The training needs to be completed in one session, so be sure you are able to dedicate the time to finish it all in one sitting.

College employees should contact the Human Resources Office to complete or renew privacy training

Student employees should complete the training through CORE.