FERPA Permissions in J1 Web

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 view, edit, create, copy, download, and delete Federal Education Rights and Privacy Act (FERPA) permissions for students. FERPA permissions are permissions a student gives to parents or others to see their academic and/or financial information.

Desktop Location

You can manage FERPA permissions in Desktop on the FERPA Permissions window.

Database Location

FERPA permissions are stored on the FERPA Permission table (FERPApermission). This table is new with J1 Web 2024.1, replacing the ferpa_permission table, which has been renamed jexbkp_ferpa_permission.

Where FERPA Permissions Are Used

The permissions granted here are honored in the Campus Portal in the Parent features.

You can also view who has FERPA permissions for a student on the FERPA Contacts block on the student's Student Summary page.

Settings

Settings for FERPA permissions are on the General Settings page in the Registration Administration hub.

There are also FERPA settings on the Advising Settings page to designate someone as a FERPA specialist and to upload a copy of the school's FERPA policy.

FERPA Categories

The types of permissions available (such as financial and academic information) are defined on the FERPA Category Definitions page.

Fields

Name / ID: This is the parent (or other permittee). If the parent doesn't have an ID in the system, then ID isn't displayed. Required.
Date Range: The Start and End Date for the permission. If today's date is within the range, the Active badge is displayed. On the Create and Edit pop-ups, the Start Date is required, but the End Date isn't.
FERPA Permission Details: This lists all the FERPA categories defined on the FERPA Category Definition page that are designated there as Active and Show in Campus Portal. If the permission for this parent is active, a green checkmark appears. If not, a red X appears.
Note
On the Create and Edit pop-ups, this is a list of checkboxes available permissions. You can select the checkboxes for any and all permissions. If you don't select any checkboxes, no permissions are granted.
Relationship: Read only. Relationships are maintained on the Relationship Definitions page in the Campus-wide Definitions hub.
Passcode for Phone Inquiries: Up to 200 characters. A passcode the parent can use to identify themselves for phone inquiries.
Note: Up to 32,000 characters allowed.

Permissions

The "Can view FERPA Permissions" permission is available in the following roles (and roles copied from them):

Faculty - Access to Courses and Students by Course
Department Head Course Access
Registrars
Registration - Access to All Students
Registration Module Manager

The "Can manage FERPA permissions" permission allows the user to view, edit, create, delete, and download permission assignments. It's available in the Registrars role and roles copied from it.

To create a contact (on the Create FERPA Permission pop-up), users need the "Can create contacts" permission, which is available in the Communication Management Base role and roles copied from it.

How To

View FERPA Permission Definitions

From a student's Summary page, click the Person options drop-down.
Select Student, Student, and FERPA Permissions. The student's FERPA Permissions page opens. Anyone who has been granted FERPA permissions for the student is listed.
Tip
You can also access a student's FERPA Permissions page from their FERPA Contacts block on their Student Summary page or from the Actions drop-down on the Student General Information page, which is in the Registration Operations hub.
To see all the fields for a person's permission, click the Expand icon .
In the FERPA Permission Details column, if necessary to see the whole list of FERPA category definitions, click the More button.

Create FERPA Permission Definitions

Click the Create permission button. The Create FERPA Permission pop-up opens.
In Name / ID, begin typing a name or ID number.
1. If the name appears in the list, select it.
2. If the name isn't in the system, click the Create new contact button. The Create Contact wizard opens.
  1. Enter the information. First Name, Last Name, and either Email or Phone are required.
  2. Click Save & finish. The new contact is created as an external person. They are not saved to the Name Entity table. The Create Contact wizard closes.
  3. In Name / ID, begin typing a name or ID number. Select the name from the list.
Enter a Start Date.
Enter an End Date (not required). If you don't enter one, the permission doesn't expire.
Under Create Parent User and J1 Campus Portal Login, select Yes or No. If you select Yes, an account is automatically created for the parent to use the Parent features in the Campus Portal.
Note
For parents to log in, your school must have the Parent features set up in the Campus Portal.
Under Granted FERPA Permissions, select checkboxes for all the permissions the student wants this contact to have. If you don't select any, this contact will have no permissions.
Enter a Passcode for Phone Inquiries. Up to 200 characters. Not required.
Enter a Note. Up to 32,000 characters. Not required.
Click either Create and close or Save and create another.

Edit a FERPA Permission Definition

On a permission's row, click the Actions drop-down, and select Edit. The Edit FERPA Permission pop-up opens.
Make your edits. You can edit the dates, the permission checkboxes, the passcode, and the note. If the contact doesn't already have a Parent User and Campus Portal Login, you can select Yes.
Click the Update button. Your changes are saved, and the Edit pop-up closes.

Copy a FERPA Permission Definition

On a permission's row, click the Actions drop-down, and select Copy. The Copy FERPA Permission pop-up opens. This creates another permission for the same contact, which you can edit to extend the End Date or add permissions.
Make your edits, and click the Copy button. The copy is saved, and the Copy pop-up closes.

Delete FERPA Permission 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 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.

FAQ

What's the difference between a FERPA Category Definition and a FERPA Permission Definition?

On the FERPA Category Definitions page, you define the types of FERPA permissions that can be assigned, such as Academic Records, Financial Records, and Residence Life Records.

On the FERPA Permissions page, you actually assign permission to specific information for a specific student. For example, you assign a parent permission to their child's Academic Records.