FERPA For Faculty & Staff

University officials must comply with FERPA guidelines when requesting or disclosing education records. Faculty and staff must have a Legitimate Educational Interest and that the information is relevant and necessary to fulfill their role in the student’s education. When disclosing information with parties external to the university (including parents), ensure a FERPA Release Form has been submitted on behalf of the student and check what educational records can be shared. As a rule of thumb, presume that all student information is confidential, and do not disclose information without the student’s consent. Consult with the Registrar’s Office to understand which information the University can properly disclose.

Who is protected under FERPA?

FERPA protects any currently enrolled student or anyone who has ever attended Elon in the past. Applicants or prospective students are not guaranteed rights under FERPA.

What education records must I protect under FERPA?

Education records are defined as any academic or non-academic information that is directly related to the student and maintained by the institution (or affiliated party like a contractor). Academic information includes, but is not limited to: grades, class schedules, academic progress, unofficial transcripts, and class attendance. Non-academic information includes, but is not limited to: administrative records, disciplinary records, Dean of Students records, residential assignment information, and campus life records.

How should I store and protect FERPA-sensitive information?

Sensitive information such as class rosters, grades, assignments, etc. should be kept on Elon-supplied devices and/or cloud storage under your Elon email account. Sensitive information should not be stored on any personal devices or accounts.

A device with potentially sensitive student information was misplaced/stolen. What should I do next?

Please contact Rodney Parks, University Registrar and Assistant Vice President, and Gary Sheehan, Information Security Director, as soon as possible. They can be contacted at rparks4@elon.edu and gsheehan2@elon.edu.

A student has contacted me using their personal email account. Should I disclose any student information?

Our duty as university officials is to affirm the identity of the user before disclosing FERPA-protected student information. Telephone numbers and non-Elon emails are not reliable methods to positively identify the student. Elon resources like Elon email and Moodle are appropriate ways to communicate with students.

How does Elon University update its educational content when there is an modificaiton or amendment to FERPA?

Elon University is committed to ensuring compliance under FERPA. To achieve this, we are supported by our partners at the American Association of Collegiate Registrars and Admissions Officers (AACRAO) for our FERPA trainings. In the event of a change or amendment to FERPA, we would be notified by AACRAO and work with their organization to update our FERPA content in a timely manner. Once updates are made, the revised FERPA educational content undergoes a comprehensive review by the University Registrar and any relevant stakeholders.

 

Faculty and staff may access our FERPA Search Tool below to see which students have filed a FERPA Release Form.

The Office of the Registrar offers a FERPA training module to all Elon faculty and staff interested in learning more about FERPA. Click the button below to be directed to the Moodle training site (Elon authentication required).

If you have questions about a specific FERPA situation or issue, please contact the University Registrar, Rodney Parks, at rparks4@elon.edu or at (336) 278-6670.

University Policy: Legitimate Educational Interest

At Elon University, a legitimate educational interest exists when a university official, faculty or staff member, or authorized partner requires access to a student’s education records in order to fulfill institutional responsibilities. Elon employs a comprehensive student support model to advance students’ academic, professional, and personal development.

Access must be directly related to:

  • Academic advising, mentoring, student success coaching, or instruction;
  • Co-curricular engagement or experiential learning support (e.g., the Experiential Transcript);
  • Student success initiatives (e.g., career development, retention, wellness);
  • Evaluation of student progress toward degree or program completion;

University personnel may only access, use, or share education records when such access is necessary to perform their job duties and directly contributes to Elon’s mission of holistic student support. Accessing data out of personal curiosity, for non-educational purposes, or outside one’s assigned responsibilities is not considered legitimate educational interest and violates both FERPA and university policy.

Elon uses a role-based security model to ensure individuals can access only the student data necessary for their role. All members of the university community entrusted with student information are expected to act in accordance with FERPA and university policy, consistent with Elon’s core values. These include a deep commitment to student-centered learning, the development of meaningful personal relationships, and the promotion of individual growth through mentorship and experiential education. Upholding the values of integrity and responsibility, faculty and staff must use student information only when it directly supports their professional responsibilities. Misuse of student data, whether out of curiosity or for non-educational purposes, violates both federal law and the university’s values-driven culture of respect and trust.