FERPA Permissions Window

This window allows you to view, add, and maintain information about FERPA permissions for students who have indicated agreement to at least one FERPA permission set for one Parent/Guardian.

Search By

You can search students by ID Number or via an InfoMaker report (d_ferpa_students) or a defined Quick Query.

· If you enter an ID Number, the Name associated with that ID Number is displayed and selected in the Name List.

· If you choose a Query Source and Query Name, you can Customize or Edit the query and run the query to Retrieve the names matching the criteria. When names are retrieved, they are listed in the Name List with the first name in the list selected.

· When you click the Clear List button, the list of retrieved names is cleared so that you may start over with selecting names.

Default Start and End Dates for New FERPA Records

When you open the window, this group box displays the Default Start and End Dates from the Configuration Table. If you have permission, you can change Default Start and End Dates for new FERPA Permission rows by clicking the Change Dates button, which opens the FERPA Default Start and End Dates window. You also may have permission to edit Start and End Dates for existing FERPA Permission rows by clicking the Change Dates button.

Name List

This list is populated via the search criteria (ID Number or Query Source). The Original query selects all names with a Name Type of CAND or STU.

When a list has been retrieved, you can add ID Numbers to the list by entering the ID Number and pressing the Enter or Tab key. The list is refreshed and alphabetized, and the newly added name is selected.

You can position to a name in the list by typing in the name in the Position to box.

FERPA Permissions Tab

· The tab also displays a list of Parent ID Numbers and Names for which FERPA Permissions information has been entered. Typically, the student has granted FERPA permissions for at least one category. However, it is possible that the Granted checkbox is cleared for all of the FERPA categories.

· The Start Date, End Date, and any Note (if available) are also displayed for each Parent ID Number.

When you highlight a Parent ID Number row, the FERPA Details box displays whether permission is granted for each active FERPA Category. This same information is displayed when you hover over the ID Number, Name, and/or dates in the row.

You can also filter the rows by FERPA Start and End Dates. These dates default from the USER_PREFERENCES table. The values are the same ones displayed in those columns the last time the FERPA Permissions window was closed.

· The Add Parent Role and campus portal (JICS) Login icon (

) is displayed. If you click this icon, a login and password to campus portal (JICS) and an ID Number (if it does not already exist) are created. The Parent role is assigned, and the role and login information are sent to campus portal (JICS) via the DIS. If desired, you can set up the Account Notification portlet in campus portal (JICS) to send a notification e-mail message to the parent to let them know that a new account was created for them.

· If a relationship does not exist for this ID Number in the Relation Table, the Add Relationship icon (

) is displayed. If you click this icon, the Relationships window is opened and allows you to enter the Relationship of the Parent ID Number to the Student.

Report Tab

The Report tab allows you to retrieve and display FERPA Permissions by Student, by Parent, and/or by FERPA Category. You can customize the report, save the report, and print the report.

You can display all students in the Name List or display selected students from the Name List. You can filter rows by FERPA Start and End Dates and by Access.

How To

1. Open the FERPA Permissions window.

2. Populate the Name List by entering a Student Name or ID Number in the Search by box or select a Query Source and Query Name and click Retrieve.

3. The first name in the Name List is selected and its information is displayed in the FERPA Permissions tab. To view permissions of another name, enter the name in the Position to box. That name is selected and its information is displayed in the FERPA Permissions tab.

4. In the FERPA Permissions tab, choose Add Row from the right-click or Options menu.

5. If you know the ID Number of the parent or guardian, type it in the Parent ID Num column and tab out. If you do not know the ID Number of the parent or guardian, choose the Advanced Name Search option to see if the appropriate Name and ID Number already exist. If it does not, you can click the Add Name button on the Name Search window to open the Name Entity window to add a new name.

6. The Start and End Dates default from the Default Start and End Dates for New FERPA Records values displayed in the upper part of the window. These dates can be edited (if you have permission to do so). The Start Date is required, while the End Date is optional. An End Date of 00/00/0000 grants the parent or other specified party indefinite access to the student's information.

7. If available, click the Add Parent Role and campus portal (JICS) Login icon. A Parent role is assigned, and the API sends this J1 data to campus portal (JICS). This icon is not available if the Parent role and campus portal (JICS) login already exist.

8. If available, click the Add Relationship icon. The Relationships window opens for you to add the relationship between the two ID Numbers. This icon is not available if a relationship already exists.

9. You may add notes if appropriate.

10. In the FERPA Details box, indicate whether permissions were granted to each of the active FERPA Categories by selecting the appropriate checkbox.

11. Save.

1. Open the FERPA Permissions window.

2. Enter the Student Name or ID Number in the Search by box, or choose a query and retrieve the list of names.

3. On the Report tab:

a. Select the Report you want to run and Customize it if you wish.

b. Select the appropriate radio button in the Reported Students group box.

c. Edit the dates in the Filter Rows by FERPA Start and End Dates if necessary.

d. Select the appropriate radio button in the Filter Rows by Access group box.

e. Click the Retrieve button to display the report.

4. You must click the Retrieve button each time you change criteria or filters.

5. You can save the report by clicking the Save as icon and/or print the report by clicking the Print icon.