FERPA Training and Certification for Instructors

Starting Feb. 1, 2024, all University of Iowa faculty, teaching assistants, and staff who may interact or work with students and/or student records will be required to complete FERPA training every three years.

Previously, FERPA training was a one-time requirement. 

After having completed the training, instructors will be required to attest to an Annual Certification Notice on Jan. 1 of each year in UI Self-Service.

Compliance Requirements

FERPA Training Modules

FERPA training modules are determined by your status with the University of Iowa.

UI Faculty and Staff

All University of Iowa faculty, teaching assistants, and staff with an active HR appointment will need to complete the training through Self-Service.

  • Find the WFERPA Training Module under My Trainings in Employee Self-Service.
  • Select Enroll in Session.

UI Affiliates and Students

Those individuals who 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). You must have a valid HawkID to gain access to this module. There are two ways to gain access to the FERPA training site.

  • Navigate to WFERPA Training Module and select Enroll in Session.
  • Or contact the UI FERPA team and they can provide you access manually.

In-Person FERPA Training

Interested in in-person FERPA Training for your department, college, or org?  The UI FERPA Team can provide information related to student information at the University of Iowa.

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 and are still unable to log in to MAUI after successfully completing the FERPA quiz, please 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, explanations of an educational record, and directory information.

Intro

What is FERPA?

FERPA (Family Educational Rights and Privacy Act), also known as the Buckley Amendment, was passed by Congress in 1974.

FERPA is designed to protect the privacy of students’ educational records and personally identifiable information.

FERPA applies to all educational agencies or institutions, including the University of Iowa, that receive funds under any program administered by the Secretary of Education.

It's Your Responsibility

As a faculty or staff member at the University of Iowa, you have a legal responsibility under FERPA to protect the confidentiality of student educational records in your possession. Student educational records (other than directory information) are considered confidential and may not be released without written consent of the student. Your job places you in a position of trust and you are an integral part of ensuring that student information is handled properly.

Education Records

An education record is any record that is directly related to a student and maintained by the university.

Education records include any records in whatever medium (handwritten, email, print, digital, etc.) that are in the possession of any school official.

Exceptions: Education Records Do NOT Include:

  • Records in the "sole possession of the maker that are not accessible to other personnel.”
  • Law enforcement or campus security records created and maintained by the law enforcement unit and used for law enforcement purposes.
  • Employment records.
  • Medical/psychological treatment records.
  • Alumni records (those created after the student graduated or left the institution).

Directory Information

Directory information consists of information that is generally not considered harmful or an invasion of privacy if publicly available. Directory information is considered public and may be released without the student’s written permission; however cannot be released if the student has restricted access by updating their personal information in MyUI.

  • Directory Information cannot include: race, gender, SSN (or part of the SSN), grades, GPA, country of citizenship, or religion. Except in very specific circumstances, a student ID number also cannot be considered directory information.
  • Every student must be given the opportunity to “opt out” or have directory information suppressed from public release.
  • A “no release” does NOT mean that a school official within the institution who has a demonstrated legitimate educational interest cannot access the information.

Full list of directory information at the University of Iowa.

About the UI FERPA Team

The UI FERPA Team monitors legislative updates, reevaluates and updates definitions and policies.

Mission

The FERPA team was created to support the UI campus community as an institutional resource for FERPA regulation training, guidance, policy interpretation, and protocol.  

Our mission is to provide consistent reliable information and data while protecting student privacy and the security of educational records. We aim to provide accessible and timely service with integrity. 

Vision

We envision a UI campus community knowledgeable about and committed to the spirit of FERPA.   

Contact

UI FERPA

ui-ferpa@uiowa.edu

Offers assistance with FERPA regulations and guidelines, provides training, and supports IRB approval processes for campus partners.