Family Educational Rights and Privacy Act

Lake Forest College complies with the Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, by publishing an annual notice to eligible students in attendance explaining their rights under FERPA with respect to their educational records (An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution at any age), including: 

• The right to inspect and review education records within 45 days from the day Lake Forest College receives a request for access. 

A student may inspect and review the student’s educational records by submitting to the Office of the Registrar at registrar@lakeforest.edu, a written request that identifies the record(s) that student wishes to inspect. The school official will make a plan for access and notify the student of the time and place where the records may be inspected within 45 days from receiving the request. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed. If the records contain information on more than one student, the requesting student may inspect, review, or be informed of only the specific information about his or her records. Student’s educational records are maintained under the supervision of the Registrar and Associate Dean of Students. 

• The right to request the amendment of education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.  

A student who wishes to ask Lake Forest College to amend a record he or she believes to contain inaccurate or misleading information should submit a written request to the Office of the Registrar at registrar@lakeforest.edu, clearly identify the part of the record the student wants to be changed and specify why it should be changed with any supporting documentation to the request. 

The school official will issue a decision within reasonable period of time whether to amend as requested. If the decision is unfavorable, the student has the right to a hearing before the Academic Appeals Board (for academic records) or Dean of Students (for conduct records). 

In the event of an unfavorable decision by the Academic Appeals Board and/or Dean of Students, the student has the right to insert a written statement in the record setting forth his or her reasons for disagreeing with the decision. 

• The right to consent to disclosures of personally identifiable information (PII) in education records, with certain exceptions that FERPA authorizes to disclosure without prior written consent.  

Lake forest college will not release personally identifiable information in education records or allow access to those records without prior consent of the student, other than information considered  
“Directory Information.” Unless disclosure is to the student himself or herself, the consent must be written, signed and dated, and must specify the records to be disclosed, state purpose of disclosure and identify the recipient to who disclosure may be made. A student wishing to restrict the release of directory information may do so by completing and submitting the Request to Restrict FERPA Directory Information. A student must formally rescind a restriction of directory information by submitting a subsequent directory information restrictions form. 

The request to restrict the release of directory information does not prevent the disclosure of information to college personnel with a legitimate education interest. FERPA allows schools to disclose those records, without consent, under the FERPA exception for disclosure to school officials with legitimate educational interests. Lake Forest College defines school official as a person employed by the college in an administrative, supervisory, academic, research, or support staff position, including student employees, public safety and health care personnel; a person or company with whom the college has contracted who performs an institutional service or function to assist another school official in performing his or her professional responsibilities and who is under the direct control of the school with respect to the use and maintenance of education records.; a person serving on the Board of Trustees or a student serving on an official committee. School officials may only access and use education records as necessary to conduct official college business or for which they have legitimate educational interest. 

The college may disclose, without consent, the education record information to parents of a student who is a dependent for income tax purposes (dependency must be documented). In general, the college will share information related to the student’s academic performance, progress toward graduation, any indebtedness, and involvement in matters that may lead to suspension or dismissal. 

• The right to file a complaint with the U.S. Department of Education concerning alleged failures by Lake Forest College to comply with the requirements of FERPA.   

Student. An individual who is, or has been, in attendance at Lake Forest College. A student definition also includes an individual whom the institution maintains education records (alumni/former students). 

In Attendance. Lake Forest College defines attendance as being officially registered for a course and the course has begun. A student in attendance can be participating in any official, organized campus activity (e.g. orientation, athletic practice, class, etc.) 

Education Records. Education records include those records that are personally identifiable, and which are maintained by the college or a school official. Records could be information or data recorded in any medium, including but not limited to photos, handwriting, print, video or audio tape, computer media, film, microfilm, and microfiche.  

Exceptions to “education records” include -  

• Notes about students made by professors and administrators for their own use and not shown to others “Sole possession notes”. Also, notes composed in conjunction with a student or in the physical presence of a student are not considered sole possession notes. Once these notes are disclosed to another party (or placed in a physical or electronic location where another party could view them) they cease to qualify as sole possession notes and become a part of the student’s educational record.  

• Law Records created and maintained by a law enforcement unit for a law enforcement purpose. 

• Employment records, except where a currently enrolled student is employed as a result of his or her status as a student (i.e. work-study). 

• Medical records made and maintained during treatment and disclosed only to persons providing treatment.  

• Records that only contain information about a student after he or she is no longer a student at the college (e.g., alumni records). 
• Application for admissions records to Lake Forest College or program in which the student is not currently in attendance. 

Personally Identifiable Information (PII). Data or information that contains the student’s name; the name of student's parent or other family member's; the address of the student, parent, or family member; a personal identifier, such as the social security number or student ID number; biometric record; other information or in combination that would make the student's identity easily traceable. 

Directory Information. Directory information is Information not generally considered harmful or an invasion of privacy if disclosed. Lake Forest College has the discretion to designate a student’s record information as directory information and disclose this information without student consent. Directory information cannot be confirmed using SSN. 

The following categories of information have been designated directory information at Lake Forest College: 

• Name(s) 

• Addresses (local/campus and home/permanent) 

• Telephone listing(s) (local/campus, home/permanent, and mobile) 

• Email addresses (institutional and personal) 

• Major and minor field(s) of study 

• Enrollment status (full/part time/ withdrawn/undergraduate/graduate) 

• Dates of attendance 

• Date and place of birth 

• Photograph(s) and video footage 

• Graduation and Degrees received (degree and conferral date) 

• Honors and awards received (e.g., Dean’s List) 

• awards received (degree information/ Dean’s List recognition) 

• Participation in officially recognized activities and sports 

• Weight and height of members of athletic teams 

• Most recent previous educational institution attended 

Lake Forest College records, both visually and audibly, many campus events and daily activities such as classes, commencement, student events and other public occasions. These images, as well as other information about students, are published (e.g., print media, Lake Forest College website) regularly as part of the coverage of college life to a variety of audiences.  

It is Lake Forest College’s practice not to provide student’s education record information to anyone, including parents, relatives and friends. The following is sensitive information and not directory information: 

• Social Security number 

• Student ID# 

• Race or ethnicity 

• Gender 

• Religion 

• Nationality 

• Academic performance 

• Disciplinary records 

• Account and Financial Aid information 

• Course schedule 

• Grades 

The college will give annual public notice to students of the categories of information designated as directory information. Directory information may appear in public documents and may otherwise be disclosed without student consent unless the student informs the college that he/she wishes to suppress the information from being disclosed.  

Students may restrict the release of their directory information by completing and submitting the Request to Restrict FERPA Directory Information. The request for non-disclosure remains in effect until the student rescinds the request. A student must formally rescind a restriction of directory information by submitting a subsequent directory information restrictions form. The student should weigh the implication of placing the restriction request. By withholding the release of “Directory Information” Lake Forest College will refuse to release any information about the student to any non-institutional persons or organizations. A request in place at the time of graduation or at the time of leaving Lake Forest College remains in effect in perpetuity. 

Regardless of the effect on the student, Lake Forest College assumes no liability for honoring a student’s instructions that such information be withheld. In addition, the college assumes no liability for information disclosed by student or other groups associated with, but not under the direct auspices of Lake Forest College. Students must take additional measures to inform fellow students and student groups of their wish for their information to remain not listed as printed or online. 

Disclosure. Permitting of access or the release, transfer, or other communication of education records orally or in writing, or by electronic means, or by any other means to any party except the party identified as the party that provided or created the record. 

School Official. Lake Forest College defines school official as a person employed by the college in an administrative, supervisory, academic, research, or support staff position, including student employees, public safety and health care personnel; a person or company with whom the college has contracted to assist another school official in performing his or her responsibilities and tasks; a person serving on the Board of Trustees or a student serving on an official committee. School officials may only access and use education records as necessary to conduct official college business or for which they have legitimate educational interest. 

Legitimate Educational Interest. An interest in reviewing student education records for the purpose of performing an appropriate college research, educational, or administrative function. Under FERPA, the college has the discretion to define what constitutes a legitimate education interest. A school official has legitimate educational interest if the need to see and review an education record is necessary to perform his or her professional responsibilities such as teaching, research, public service, and directly supportive activities such as academic advising, general counseling, discipline, job placement, financial assistance and advisement, medical services, academic assistance activities, and co-curricular activities including sports and student government.  

Third Party. The school official exception can include contractors, consultants, volunteers, or other third parties to whom the college has outsourced services or functions under certain circumstances: 1) Performs an institutional service or function for which the college would otherwise use employees; 2) The party is under the direct control of the college; 2) The party is subject to the same conditions governing the use and redisclosure of education records applicable to other school officials; 3) Meets the criteria specified in Lake Forest College annual notification of FERPA rights for being a school official with a legitimate educational interest in the education records. 

FERPA exceptions which relate to prior consent not required to disclose information are:  

• To school officials with legitimate educational interests (defined in annual notification)  

• To schools in which a student seeks or intends to enroll  

• To Federal, State, and local educational authorities conducting an audit, evaluation, or enforcement of education programs  

• In connection with financial aid 

• To organizations conducting studies on behalf of educational institutions  

• To accrediting organizations  

• To parents of a dependent student  

• To comply with a judicial order or subpoena (reasonable effort to notify)  

• In a health or safety emergency  

• Directory information  

• To the student 

• Results of a disciplinary hearing to an alleged victim of a crime of violence 

• Final results of a disciplinary hearing concerning a student who is an alleged perpetrator of a crime of violence and who is found to have committed a violation of the institution’s rules or policies 

• Disclosure to parent of student under 21 if the institution determines that the student has committed a violation of its drug or alcohol rules or policies 

• Disclosure of information received under a community notification program concerning a student who is required to register as a sex offender in the State 

Identification and authentication of identity. FERPA requires institutions to use reasonable methods to identify and authenticate the identity of parents, students, school officials, and other parties before disclosing education records.  

• Identification means determining who is the intended or authorized recipient of the information. 

• Authentication means ensuring that the recipient is who he or she claims to be. 

• Regulations permit use of PINs, passwords, personal security questions; smart cards and tokens; biometric indicators; or other factors known or possessed only by the authorized recipient. 

“The use of widely available information to authenticate identity, such as the recipient’s name, date of birth, SSN or student ID number, is not considered reasonable under the regulations.” 

Limit to FERPA Protection of Records 

FERPA's protection of personally identifiable information in a student's education record ends at the time of death. Lake Forest College may release a student’s education records to a third party. This is done at the sole discretion of the college. 

All Lake Forest College employees are required to complete Family Educational Rights and Privacy Act (FERPA) training. Lake Forest College is legally and ethically obligated to protect the confidentiality of student records. Because during your employment you may have access to student records, you must complete this training.  

FERPA Compliance – Quick Tips 

• ​Keep confidential papers, files, and records in a secure, locked cabinet or storage area. 

• Be aware of others who may overhear your conversations about a student's education records or come across this information on your computer screen. 

• Do not leave grade assignments unattended or in a public place. 

• Never ask for or use student Social Security information. 

• Do not disclose protected information in a letter of recommendation. 

• Do not download protected information to an external device (e.g. laptop, tablet, USB drive, phone, etc.). 

• Before providing student information to a parent or external party, contact the Office of the Registrar to ensure that the release of the student's information is permissible and/or falls within a FERPA exception, or the student has provided written authorization to release the records. 

Questions 

The Office of the Registrar is the compliance office at Lake Forest College for FERPA. If there are additional questions, please contact the Office of the Registrar: 

North Hall, Room 100 
Middle Campus 
main: 847-735-5070 
email: registrar@lakeforest.edu