The Family Educational Rights and Privacy Act of 1974 (FERPA) restricts who may access student records and the release of information contained in those records. Institutions whose personnel violate the Act can lose all federal funds, including student financial aid funds. FERPA regulations apply to all modes of instruction: face-to-face, blended, and online courses.

Faculty must maintain the confidentiality of student information and adhere to the following guidelines:

1. Grades are NOT to be posted publicly. The posting of grades either by the student's name, institutional student identification number, or social security number without the student's written permission is a violation of FERPA. This includes the posting of grades to a class/institutional website and applies to any public posting of grades for students taking online courses. Even with names obscured, numeric student identifiers are considered personally identifiable information. Therefore, the practice of posting grades by social security number, a portion of it, or student identification number violates FERPA. The Blackboard Grade Center should be used to let students check their own grades. The BEST method for students to obtain their final grades is through Self Service or Blackboard.

2. Information about a student cannot be given over the phone or computer — to the student or anyone else. The only exception is communication with the student via GTC Gmail.

3. Graded work or progress reports cannot be visible for others to view. Tests that display students' names/grades, unless graded tests are required for review by accrediting agencies, e.g., ETAC of ABET, must be disposed of in one of the locked bins on campus. (Refer to Retention and Destruction of Records for more information.)

4. Information about students cannot be given to parents, spouses, or any other individuals unless certain conditions are met. Requests for information should be referred to the Office of Student Records. Likewise, information obtained from a colleague should not be shared with students. In addition, do not discuss students with colleagues in areas where work-study students or other students can overhear the discussion.

5. Computer screens and/or printed materials that include a student's name should not be visible to other students or unauthorized personnel.