FERPA Training and Certification for Instructors

To ensure the UI campus community is in compliance with FERPA regulations, all UI instructors, including TAs, are required to complete the online FERPA training module and quiz at least once during their employment at the University. After having completed the training, instructors will be required to attest to an Annual Certification Notice on January 1st of each year in UI Self Service. Anyone needing administrative access to student records information in MAUI, beyond the class list information, must also complete the MAUI Access Request Form, which requires DEO approval.

FERPA Training Requirements for Instructors (Fall 2022)

Training for Faculty and Staff

University of Iowa Faculty and Staff with a HR Appointment

To complete the online FERPA training module: 

  • Use your HawkID and password to log into Employee Self Service
  • Click the My Career tab, and select Learning and Development
  • Select the My Training tab for the Compliance and Qualifications page
  • Under Enroll in Courses, type “FERPA”
  • Then click View Course, next to the FERPA Training, under Actions
  • Select Enroll in this Course Section, to begin FERPA training

University of Iowa Affiliates and Students

Those individuals that do not have an active University of Iowa HR appointment, such as students or UI Center for Advancement employees, must access FERPA training through Canvas (ICON).  To gain access to this training module, please contact reg-access-maui@uiowa.edu or complete the steps below.  You must have a valid HawkID to gain access to this module.

  • To enroll yourself in a my training course, first go to https://compliance.hr.uiowa.edu
  • Log in using your hawkid and password.  Once logged in, click "My Training" in the blue navigation bar.
  • You will then be taken to the "Self Enroll in a Course" page.  This page will allow you to search for courses you wish to enroll in.
  • Enter information for the course you wish to enroll, and click the "Search Courses" button to search for courses using the criteria you enter.  You may also enter "FERPA1" (the course #)  or "FERPA Training Site for Non-UI Staff members" in the "Type here to filter this list" box on the upper left of the search results.  Typing here will filter the current set of search results.
  • Once you've found the course you wish to enroll in, click the "View Details" button.
  • To enroll in the course, click the "Enroll in Session" button.  You will then be taken to the course page inside canvas.  Once you've completed the quiz and scored an 80% or higher, your completion will automatically be picked up and reflected in my training that night.

In-Person FERPA Training

Interested in in-person FERPA Training for your department, college or org?  Contact ui-ferpa@uiowa.edu.

In-person training is not a substitute for the online training mentioned above. Individuals will still need to complete FERPA training through employee self-service.

MAUI Access

Once you have successfully completed the FERPA course Module and quiz (with a score of 80% or better), your MAUI account can be activated.  If you are a new user, you will need to fill out the form requesting access to MAUI.  If you are just reactivating your MAUI account, after you have successfully passed the FERPA quiz you are still unable to login to MAUI, contact reg-access-maui@uiowa.edu . 

What Faculty and Staff Need to Know

This information includes basic FERPA information including your responsibility as a faculty/staff member, explanation of an Educational Record, and Frequently Asked Questions/Senarios from faculty/staff.

FERPA Handbook for Faculty and Staff

This handbook is designed for employees of the University of Iowa in administrative, supervisory, academic, research, or support staff positions, including Public Safety and UI Health Care staff. 

What are faculty responsibilities regarding FERPA?

Faculty are responsible for controlling access and protecting the student records they access or possess. Faculty should: be conscious and aware of others who may be able to overhear their conversations or see their computer screen; never provide anyone with student information, including schedules; keep confidential papers in filing cabinets and shred rather than trash; post during term and final grades only in MAUI and in ICON – there should be no need to post them elsewhere; never leave graded assignments together in a public place for students to pick up; be sensitive to student privacy; decline requests from parents—please refer them to the Office of the Registrar; never volunteer confidential information in letters of recommendation without first getting specific written consent from the student. When in doubt, reach out and contact the Office of Registrar.

Can faculty members access student records?

Faculty members are considered school officials as defined by FERPA. Faculty members are given access to class and grade rosters as well as to current advisee information. Beyond this, faculty members must demonstrate a legitimate educational interest in order to receive additional student-record access.  Any person with access to student records, regardless of title or status, should consider educational need to know before accessing a record.  Just because you CAN, doesn't mean you SHOULD.

How should faculty and staff handle recommendation and reference letters?

Do not include any non-directory information in a recommendation or reference letter unless you are specifically authorized to do so by the requesting student. The student must request the release of this information in writing.