Student-Authorized FERPA Individuals

About Student-Authorized FERPA Individuals

Under the Family Educational Rights and Privacy Act (FERPA) students have the right to authorize the institution to discuss academic record data protected under the act with individual(s) of their choosing. Institutions can record that a student has made such a decision by recording a relationship.

Campus Cafe does not include a function to allow students to enter related individuals or provide credentials for the related individual to log in and see the student's record.

Relationship Record Type

A relationship can have a stand-alone record in Campus Cafe or not. 

A non-standalone record couples the related individual only to the individual to which he or she is related and does not allow the related individual to interact with other functions. This option is best when the related individual has no other relationship with the institution other than serving as an individual for whom the student has authorized release of information.

A standalone record allows the related individual to have his or her own relationships and be tied into other functions such as student academics or the faculty module. A standalone relationship is best if the related individual has a direct relationship with the institution such as serving as faculty or staff, is a fellow student or a donor. This type of record is also best if the related individual is related to multiple people in the system. For example, a parent with multiple children at the institution.

Option 1: Create Non-standalone Related Individual

Permission #963 is required to access this function.

1. Navigate to the individual

2. Navigate to main menu > Person Selected > Relations OR click the Relationships tab > Relationships

3. Next to Add Reciprocal Relation? check the box

4. At the top of the screen in the Add Relation Type drop down choose the relationship type. 

5. Click Add Relationship

6. Enter the biographical information about the related person

7. In the Info Release Code box choose whether the student has authorized the institution to discuss academic, financial or both types of information

Open

8. Click Save

Option 2: Create Stand-alone Related Individual

Add the Related Individual to Campus Cafe

This segment of the directions is only necessary if the individual does not already exist with his or her own record in Campus Cafe. Otherwise continue to Map Relationship. 

Permissions #1128 and #1129 are required to access this function.

1. Navigate to All Users > Add Person/Org

2. Next to Constituent check the box (If the related individual is a faculty or staff member, check Faculty/Staff instead)

3. Enter the biographical information about the related individual

4. Click Add

5. Click Add New Person/Org

6. Choose a Primary Constituent Code (If the emergency contact is a faculty or staff member this option will not appear)

7. Click Submit

Open

Map Relationship

Permission #963 is required to access this function.

1. Navigate to the individual

2. Navigate to main menu > Person Selected > Relations OR click the Relationships tab > Relationships

3. At the top of the page click Lookup Person and locate the related individual

4. Next to Add Reciprocal Relation? check the box

5. In the Add Relation Type drop down choose the relationship type

6. Click Add Relationship

7. In the Info Release Code box choose whether the student has authorized the institution to discuss academic, financial or both types of information

8. Click Save

Option 3: Select an Existing Relationship as Related Individual

Permission #963 is required to access this function.

1. Navigate to the individual

2. Navigate to main menu > Person Selected > Relations OR click the Relationships tab > Relationships

3. Next to the individual to designate as the related person

4. In the Info Release Code box choose whether the student has authorized the institution to discuss academic, financial or both types of information

5. Click Save