Electronic Record & FERPA : Minimize Institution Risk

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Achieve Compliance in Electronic Documentation and Minimize Institution Risks While Effectively Ensuring Ease of Communication

Technology has allowed higher education professionals the opportunity to provides students with the right to inspect and review their educational records. As the ease of communication has increased, so has the risk for increased scrutiny and access to confidential information by third parties. It is essential that we are careful in protecting the institution's liability while effectively communicating with colleagues.

Recent and comprehensive studies have defined records as "persistent representations of activities" as recorded or created by participants or observers. In today's higher education environment, student records are often managed through the use of student databases and other electronic means.

In this guide, Pioneer Educator Publication will give youways to maximize effective communication with students and maintain internal documentation while minimizing risk to the institution. In addition it also clear the concept of education record (as defined in FERPA), this book also include who should have access to student records by examining the concept of legitimate educational interest. Also include actual examples of how standard practices such as forwarding emails, copying colleagues, and copy/pasting into student records can put the institution at risk.

Examine real-life examples of documentation that can put an institution at risk and will provide you with a clear understanding of…

  • Learn about 3 different types of notations (chronological, summary, process) for student records and learn which is the most appropriate under what circumstances.
  • Examine key components of federal policies including FERPA and ADA as they relate to educational records
  • Learn how to identify and avoid subjective language in written communications
  • Understand how forwarding or copying emails may violate a student’s right to privacy
  • Learn how to effectively document delivery of service to proactively avoid lawsuits or claims of misadvising.
  • Examine examples of poor communication and learn ways to maximize effective communication across constituencies.
  • Become aware of the impact your documentation may have in terms of putting the institution (and yourself) at risk.

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