jossey-bass

Stay up to date with
The Successful Registrar

  • Take advantage of the latest technologies - from online registration to enrollment verification and more
  • Resolve real-life employee dilemmas you face every day as a unit leader
  • Stay current on legislation and your legal requirements to keep your institution in compliance
  • and more!
Subscribe to the e-version: our lowest rate! SUBSCRIBE NOW!

Other Products of Interest

Strategic Enrollment Management Quarterly
was launched to fill a void in an ever-growing conversation, to explore the many aspects and broad potential of strategic enrollment management in higher education today. Read More
Enrollment Management Report
is part of the Jossey-Bass higher education newsletter series featuring proven strategic enrollment strategies and systems, plus legal briefs to keep enrollment officials out of legal hot water. Read More
Campus Legal Advisor
As a higher education administrator, your every decision has legal ramifications. From complying with the ADA and keeping residence halls safe, to protecting the privacy of student information, Campus Legal Advisor delivers proven strategies to address the tough legal issues you face every day. Plus, summaries of recent court cases help you create legally defensible student programs and employment practices. Read More
Emergency Management
4/18/2016 12:00 AM

In the winter of 2013, Oregon State University experienced a major snowstorm at the beginning of finals week, closing campus for two days.

Athletics
3/18/2016 12:00 AM

If your institution serves an athletic population, you’re probably familiar with the unique enrollment and certifying challenges that accompany serving student-athletes.

Veterans
2/18/2016 12:00 AM

Stay on top of these legislative updates to make sure that your campus is serving student-veterans effectively while avoiding potentially costly fines or audits.

8/10/2013 12:00 AM

Case name: Letter to: Rhode Island Board of Governors for Higher Education (FPCO 07/12/12).

Ruling: The Family Policy Compliance Office concluded that records regarding tuition waivers maintained by a college or university’s enrollment services or bursar were protected from nonconsensual disclosures under the Family Policy Compliance Office. However, records maintained solely by the controller’s office as part of an institution’s payroll-withholding or tax-fling obligations were not protected under FERPA because they fell under the limited employment records exception.

Case name: Letter to: Rhode Island Board of Governors for Higher Education (FPCO 07/12/12).

Ruling: The Family Policy Compliance Office concluded that records regarding tuition waivers maintained by a college or university’s enrollment services or bursar were protected from nonconsensual disclosures under the Family Policy Compliance Office. However, records maintained solely by the controller’s office as part of an institution’s payroll-withholding or tax-fling obligations were not protected under FERPA because they fell under the limited employment records exception.

What it means: Under FERPA’s limited employment records exception, an institution’s records are not considered “education records” if they (1) relate to an individual employed by an educational agency or institution; (2) are made and maintained in the normal course of business; (3) relate exclusively to the individual in that individual’s capacity as an employee; and (4) are not available for use for any other purposes.

Summary: The Rhode Island Board of Governors for Higher Education’s general counsel sought advice from the FPCO regarding a possible conflict between the Family Educational Rights and Privacy Act and the state’s Access to Public Records Act.

The counsel explained that the board received a records request under state law from the Providence Journal, requesting information regarding tuition waivers granted by the University of Rhode Island to employees and nonemployees and their relatives.

After an investigation, the FPCO noted that it appeared that the payroll information was solely used for employment purposes, including payroll-withholding and tax-filing purposes.

The FPCO explained that if a person is employed because of his status as a student — as is the case with graduate assistants — then that individual’s records are education records under FERPA.

The FPCO concluded that FERPA protected the personally identifiable information from the tuition waivers granted to nonemployee students whose records were solely maintained in enrollment services/bursar offices because their tuition waivers directly related to them as students and were maintained solely as student tuition records.

The office also concluded that FERPA protected the personally identifiable information from the tuition waiver records granted to graduate assistants and employees (and their respective spouses, domestic partners and dependent children) that were maintained in the institution’s human resources offices and enrollment services/bursar offices because that information was directly related to students and the records were maintained by the board and its governed educational institutions.

However, the FPCO noted that payroll records of the subset of employees whose records were maintained in the institution’s controller’s offices as part of the institution’s payroll-withholding or tax-filing obligations were not protected under FERPA because they fell under the limited employment record exception.

  • LOGIN HERE

    Username: Password:
  • Content Directory

    TSR subscribers can now log in to browse all articles online!
    Browse Content
    Free Content
  • Free E-Alerts

    Sign up to receive exclusive content and special offers in the areas that interest you.
    Send
  • Subscription Formats

  • Meet the Editor

    Joan Hope
    Editor

    Joan Hope became editor of The Successful Registrar in 2006. She brings years of experience in higher education and journalism to her work.
Copyright © 2000-2015 by John Wiley & Sons, Inc. or related companies. All rights reserved.