FERPA Category Definitions

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

Use this page to manage FERPA category definitions. FERPA (Family Education Rights and Privacy Act) categories are pieces of information that students can give or refuse their parents' access to.

Desktop Location

You can manage the definitions in Desktop, too, on the FERPA Category Definition window. Changes you make in Desktop apply to J1 Web and vice versa.

Database Location

The definitions are stored on the FERPA Category Definition table (ferpa_category).

Where FERPA Category Definitions Are Used

The definitions are used in Desktop on the FERPA Permissions window. (An equivalent feature is planned for a future release of J1 Web.)

In the Campus Portal, students use these definitions in the Set FERPA Permissions feature to grant parents access to their information. (Parents then use the My Students feature in the Campus Portal to view the information.)

Fields

Code: Required and must be unique. Up to 10 characters. Appears in drop-downs with Description, but doesn't appear in the field after it's selected.
Description: Required. Up to 255 characters. Appears in drop-downs with Code, and appears in fields after it's selected.
Active: Default is Yes. When set to No, the definition does not appear on the FERPA Permissions window in Desktop. It can still appear in the Campus Portal, but is marked Inactive. Required.
Show in Campus Portal: Default is Yes. When set to No, the definition does not appear for students in the Set FERPA Permissions feature in the Campus Portal. Required.
Long Description: Up to 32,000 characters.
Note: Up to 32,000 characters.

Permissions

Permission to manage FERPA category definitions is available in these roles:

Registrar
Registration Module Manager

The permission required is "Can manage FERPA category definitions".

How To

View FERPA Category Definitions

From the Registration Administration hub, click Hub options.
Click Manage Definitions, and select FERPA category definitions. The FERPA Category Definitions page opens.
To filter the definitions, enter a phrase in the Quick Filters field. To remove a filter, click its Remove icon .
To temporarily sort the definitions, click the heading of the column you want to sort on. Click once for ascending order and again for descending order. The definitions are sorted for this viewing of the page, but the next time you view or refresh the page, it will return to its default sorting.

Create FERPA Category Definitions

Click the Create definitions button. The Create FERPA Category Definitions pop-up appears.
In Code, enter up to 10 characters. Required. Must be unique. Appears in drop-downs with Description, but doesn't appear in the field after it's selected.
In Description, enter up to 255 characters. Required. Appears in drop-downs with Code, and appears in fields after it's selected.
In Active, the default is Yes. Select No if you don't want the definition to appear on the Student Information window. It can still appear in the Campus Portal, but is marked Inactive. Required.
Show in Campus Portal: Default is Yes. Select No if you don't want the definition to appear for parents in the My Students feature in the Campus Portal. Required.
Enter a Long Description. Optional. Up to 32,000 characters.
Enter a Note. Optional. Up to 32,000 characters.
Click Create and close or Save and create another.

Edit FERPA Category Definitions

Click the Edit icon on the row of a definition. The Edit FERPA Category Definition pop-up opens.
You can edit every field except Code. See the Fields above for information about each field.
Click Update.

Delete FERPA Category Definitions

Select the checkbox next to each definition you want to delete.
Select Delete from the Options drop-down. The Delete Definitions? pop-up opens.
The Delete Definitions? pop-up lists the selected definitions in two categories:
- Ready to Delete: Definitions that can be deleted.
- Unable to Delete: Definitions that can't be deleted, either because they're in use or are protected by the system.
If you decide not to delete one or more of the definitions listed under Ready to Delete, click the Remove icon to remove them from the list.
When you're sure you want to delete all the rows listed under Ready to Delete, click Yes, delete.

Download FERPA Category Definitions

Download to Excel

Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
sidebar. Download to Excel Options
Workbook Creation Options: This option lets you choose how you want the data to be organized when it's exported. If you are exporting a large number of rows, you may want to separate the data into different worksheets or even workbooks. Once you select this option, the Separate (Sheets or Workbooks) By drop-down becomes available so you can choose the groupings for each worksheet or workbook.
Separate (Sheets or Workbooks) By: This field becomes available when you choose to organize your export into multiple worksheets or workbooks. In general, you'll have the option to separate the data based on the columns. You will only see options for the visible columns.
Notice
For example, if you are exporting a set of definitions, you might choose to organize the data into two workbooks: one for active definitions, and one for inactive definitions. Do this by selecting the "Active" column in this drop-down. All of your rows designated as active will be in one workbook, and the inactive ones in a separate workbook.
Workbook Format: This section lets you set some Excel display options for your data. For more information about each of these features, consult Microsoft Excel help.
Autofit columns: Fits column width to the data so that fields are not truncated.
Turn on filtering: Turns on the AutoFilter feature, which allows you to show only rows that meet your selected criteria.
Freeze Top Row: Your worksheet displays the column title in the first row by default. Selecting this option keeps the top row at the top so that as you scroll down through your data, the column headings remain displayed.
Show totals for numeric columns: This option will include the sum of a column of numbers at the bottom of that column.
Columns to Include: These options are specific to the page you are viewing, so they will vary. You will only see options for columns that you can see on the page. All of the columns are selected by default, but you can deselect any of the columns you don't want to include.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.