University employees may access and use private educational records only as necessary
to conduct official business that is related to the educational interests of the student.
University employees may not access the records of any student for personal reasons
or for any reason other than to perform their job duties.
University employees may not share information from student educational records, including grades or grade point averages, with other faculty or staff members unless their official responsibilities identify their legitimate educational interest in that information for that student. This information also may not be shared with parents or other third parties without written permission from the student.
If in doubt, do not release information about a student. Refer requests to the Registrar’s Office at 660-543-4914 or email@example.com.
You are responsible for making sure that student data in your possession is secured. Take these measures to protect student date from unauthorized access:
• Use password protection on computer files
• Keep files, papers, flash drives, and other storage media in a secure, locked location
• Restrict access to your computer
• Never leave student data displayed on your computer screen
• Shred printed material that contains restricted data
No. The confidentiality provisions of FERPA apply. A university employee may access a student’s education record only if a legitimate educational interest exists with respect to that student and that record.
The official means of communication is via the UCM issued e-mail address (example: firstname.lastname@example.org). Please use only this account to communicate with current students. If a student is unable to access their campus e-mail account, refer them to the Technology Support Center (660-543-4357 or email@example.com) for assistance. All students are expected to use this account regularly. If a student writes to you from a different e-mail account and is requesting information about their educational record (grades, etc.) inform them that you can only send that information to their campus e-mail address.
The Registrar’s Office recommends this “canned response” for this situation:
I notice that you are using an off campus e-mail address. In order to protect the
privacy of your academic records, I can only discuss your record with you if you correspond
with me from your UCM e-mail account.
Please remember that the university’s official means of communication to students is via the @ucmo.edu account. Make sure that you are either checking this e-mail account every few days or are having it automatically forwarded to this account. Instructions for e-mail forwarding are available at this link.
If you are experiencing problems with your UCM e-mail account, please contact the Technology Support Center (TSC, aka Help Desk) at firstname.lastname@example.org or 660-543-4357 or visit them in WDE 0800).
Students who request suppression of directory information usually do so because of
serious, even dangerous, circumstances. It is critical that their absolute privacy
be protected in every situation. Information is only to be released with written permission
of the student.
If a student has elected to suppress directory information, the University will respond to inquiries as follows: “There is not information available for any student by that name.”
Students who have requested that all records be withheld may not be listed on posted class lists or in departmental staff or student directories. Their names should not appear on departmental web sites, newsletters, or other departmental communications.
Do not release student information. Direct such inquiries to Public Safety (660-543-4123).
Do not release student information. Direct such inquiries to General Counsel (660-543-4730).
No. Even though addresses are considered directory information, all such requests for student lists should be referred to the Office of Student Experience and Engagement (660-543-4114 or email@example.com).
Contact the Registrar’s Office at 660-543-4914 or firstname.lastname@example.org immediately.
Read UCM’s detailed guidelines, “Policy Implementing the Family Educational Rights and Privacy Act at the University
of Central Missouri”, to learn more about how FERPA is handled at UCM. Copies of this document may also
be obtained in the Registrar’s Office in Ward Edwards, suite 1000.
Visit the American Association of Collegiate Registrars and Admissions Officerswebpage.
Visit the U.S. Department of Education’s FERPA webpage.
You may not discuss a student’s performance or grade in your class with the student’s
parent unless you have written permission from the student or there is an active FERPA
waiver on file.
If you are unsure, contact the Registrar’s Office (660-543-4914 or email@example.com).
Personal observations do not require a written release, but any disclosure of an educational record does. You may not provide a verbal or written reference for a student that includes confidential information about educational performance, such as grades or GPA, without the written consent of the student.