Employee Compliance with FERPA Policy HR-26-006

Policy Number: HR-26-006 
 

Effective Date: 2/27/26 
 

Last Revised/Approved Date: 2/27/26 
 

Approved By: President 
 

Responsible Office/Unit: 
Office of the Registrar, Human Resources 

Publication: 
Public 

1. Purpose 

The purpose of this policy is to ensure Life University’s compliance with the Family Educational Rights and Privacy Act (FERPA) and to protect the privacy and confidentiality of student education records. This policy establishes standards for access, use, disclosure, training, and accountability related to student education records. 

2. Scope 

This policy applies to all Life University employees, faculty, staff, administrators, contractors, volunteers, board of trustee members and third-party agents who have access to student education records, whether in electronic, paper, or verbal form. 

3. Policy Statement 

Life University is committed to complying with FERPA and safeguarding student education records. Access to education records is limited to individuals with a legitimate educational interest and only to the extent necessary to fulfill their job responsibilities. Unauthorized access, use, or disclosure of education records is strictly prohibited. 

4. Definitions 

Education Records: Records that are directly related to a student and maintained by the University or a party acting on its behalf, as defined by FERPA. 

Legitimate Educational Interest: Access to education records necessary for an individual to perform assigned professional responsibilities for the University. 

Personally Identifiable Information (PII): Information that can be used to identify a student, including but not limited to name, student ID number, grades, or class schedule. 

FERPA Training: Required institutional training designed to educate individuals on FERPA requirements, responsibilities, and best practices for handling student education records. 

5. Procedures 

5.1 Access and Use of Education Records 

• Access to education records is granted based on role and job responsibility. 

• Individuals may only access records necessary to perform their assigned duties. 

• Education records must not be shared or disclosed without appropriate authorization or legal basis. 

5.2 FERPA Training Requirements 

• All individuals with access to student education records must complete FERPA training upon hire and at intervals determined by the University. 

• Completion of training is required before access to education records is granted or continued. 

• Training completion will be tracked by the University. 

5.3 Non-Compliance and Failure to Complete Training 

Compliance with FERPA training requirements is mandatory for all individuals with access to student education records. Failure to comply with FERPA requirements or complete required training may result in disciplinary action, up to and including termination of employment or contract, consistent with University policies. 

Life University follows a progressive approach to addressing FERPA non-compliance and failure to complete required training. Corrective action will be based on the nature, frequency, and severity of the incident. 

Progressive Steps for Non-Compliance:  

1. First Instance 

• Verbal warning issued by Human Resources and the responsible office. 

• Required completion of FERPA online training (documented). 

2. Second Instance 

• Written warning placed in the individual’s personnel file. 

• Required completion of more robust or enhanced FERPA training, as determined by the University. 

3. Third Instance 

• Final written warning. 

• Suspension or removal of access to systems containing student education records, which may impact the individual’s ability to perform essential job duties. 

4. Fourth Instance 

• Grounds for termination of employment or contract, consistent with University policies. 

The University reserves the right to skip steps in this process depending on the frequency, severity, or nature of the incident, including but not limited to intentional misuse, unauthorized disclosure, or gross negligence involving student education records. 

All non-compliance incidents will be documented and managed in coordination with Human Resources and the appropriate University offices, consistent with applicable policies. 

• Serious or repeated violations may be reported to appropriate regulatory authorities as required by law. 

5.4 Reporting Concerns 

• Suspected FERPA violations must be reported promptly to Human Resources who coordinates with the appropriate offices (e.g. Registrar, Clinics, Human Resources,etc.). 

• Reports may be made without fear of retaliation. 

6. Related Policies and References 

• Family Educational Rights and Privacy Act of 1974 (FERPA) 

• Life University Information Security Policy 

• Life University Acceptable Use Policy 

• Life University Code of Conduct 

8. Review Cycle 

This policy will be reviewed at minimum every year, or more frequently if required due to regulatory changes or institutional need. 

9. Contact Information 

Office of the Registrar 
Life University