Faculty Confidentiality (FERPA) Agreement Form

As custodians of official college records, we all share the responsibility for ensuring the privacy of the records and personal information about our students. Before you will be allowed to access Banner's Web for Faculty, requires your maintaining student privacy as outlined in the Family Education Rights and Privacy Act (FERPA).

PLEASE NOTE: This form is designed to work with browsers that support outgoing E-mail. If your browser cannot send E-mail directly, please use any E-mail program to send your message containing the same information to registration@evergreen.edu. You can also print this form, fill it out and mail it to Registration & Records , The Evergreen State College, 2700 Evergreen Parkway NW, Olympia, WA 98505. Or you can call (360) 867-6180 and speak to a member of our staff. Evergreen will be able to serve you better if you provide all the information requested below.

Once you have read the following information, choose "YES" and fill out the form below, then click the "Submit Email Form" button and an email will be sent to Registration. Your new ID and PIN number will be sent to you by email the next business day. Please contact Andrea Coker-Anderson should you have further questions about FERPA.

Evergreen defines directory information as the student's name, address, telephone number, dates of attendance, date and place of birth, major field of study, participation in officially recognized activities and sports, degrees, and the most recent educational institution attended by the student. On the web, you may see that many of your students have a "confidential" indicator on their directory information. You cannot release directory information to third parties - parents, spouses, partners, friends, employers, or others, unless the student gives you written consent to do so.

The College's catalog, Student Advising Handbook, Gateway Registration publication and web-site indicate the policy regarding student records at The Evergreen State College. Student records and directory information are accessible to members of the faculty and staff who have a legitimate need to know this information. If a student has requested confidentiality, you have a responsibility to protect this information. In fact, if a student has asked for confidentiality, you should not acknowledge that this person is even a student to outside inquirers. If a student has not asked for confidentiality, you are allowed to release the items defined as directory information. All other information requires written consent of the student. Evaluations, program and course registration, schedules of programs and courses should not be released to anyone other than the student since it is not defined as directory information.

As an Evergreen faculty who has access to or custody of student information you must provide adequate security for any information, files and/or records in your custody. Proper custody of student information includes, but is not limited to:

1. Keeping all student records in a secure environment.
2. Keeping all student information inaccessible to third parties by;
   1. not leaving student records on tables, desks or in other areas open to third parties
   2. securing computer screens so that third parties do not have view access to student information
   3. not posting student evaluations, class lists or other personally identifiable student information
3. Shredding or returning to the appropriate administrative office any document containing information that identifies a student(s)
4. Not providing any information to outside parties except as specifically permitted by college policy.

I understand that I have access to information which contains personally identifiable information the disclosure of which is prohibited by the Family Education Rights and Privacy Act of 1974. I also understand that requests for information and questions concerning the release of information should be referred to the Registrar.

I have read the above and agree to maintain the confidentiality of student records and data.

Yes No (by checking no, you will not be given access into the student system)

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