College for Creative Studies (CCS) is obligated to protect the confidentiality of student records. To ensure that all persons employed by the College (faculty, staff, students), with access to student data, understand their responsibility related to the protection of student data, the College is requiring completion of the U.S. Department of Education’s FERPA 101: For Colleges & Universities.
This online training course was developed by the Privacy Technical Assistance Center of the U.S. Department of Education as an introduction to the Family Educational Rights and Privacy Act (FERPA), and its requirements relating to the privacy and security of Personally Identifiable Information (PII) in student records. This course addresses FERPA basics, explores requirements for the protection of student records for Colleges, Universities and other postsecondary institutions, addresses who may and may not access student records, when those records may be shared, and discusses several of the applicable exceptions to the FERPA requirement for consent.
Mandatory FERPA training will be conducted every three years.
Faculty and Teaching Assistants
- All faculty and teaching assistants will be required to complete FERPA training within their first month of employment.
- The Certificate of Completion received at the end of the training module must be uploaded to the FERPA Google completion form.
- The Provost will follow up to ensure compliance with the FERPA training requirement.
- FERPA guidelines will be reviewed with faculty on an annual basis during the Campus Assembly held in August each year.
- Any faculty member or teaching assistant who violates FERPA will be required to repeat the training module and the case may be subject to further review.
Staff and Student Employees
- All staff and student employees, with the exception of Facilities/Environmental Services, CAP Instructors, Models, and Kresge Arts in Detroit, are required to complete FERPA training within their first month of employment.
- All student employees with access to student data are required to complete FERPA training as part of the hiring process.
- A copy of the Certificate of Completion received at the end of the training module must be downloaded and retained.
- The Certificate of Completion received at the end of the training module must be uploaded to the FERPA Google completion form.
- The President/Vice President/Dean will follow up to ensure compliance with the FERPA training requirement.
- The Director will review FERPA guidelines with staff on an annual basis during a departmental meeting. A FERPA review will also take place during the annual Campus Assembly held in August.
- All staff will be required to retake FERPA training every three years.
- Any staff member who violates FERPA will be required to repeat the training module and the case may be subject to further review.
- Any student employee who violates FERPA will be terminated from their student employee position.
Procedure
- Click on “Click here to access this course”
- Click on “New User? Register” to set up your username and password – under Organizational Affiliation, select Postsecondary Institution
- Select the course 2023 FERPA 101: Colleges and Universities (Accessible)
- Click ENROLL located at the top right corner of the page
- Click START LEARNING NOW
- Make sure you have the volume turned on so you can hear the narrator
- There will be quizzes throughout the module that you will need to complete
- At the end, you will receive a Certificate of Completion
- The Certificate of Completion received at the end of the training module must be uploaded to the FERPA Google completion form.
In addition to completing this training module, please review the College’s FERPA information located on the CCS website beginning with General Guidelines for FERPA and Family Educational Rights and Privacy Act (FERPA) in the CCS Policy Database.