Faculty/Staff Guidelines
- The release of non-directory information to parties outside of the College is restricted to the appropriate Admissions and Records custodian and only if the custodian has a signed and dated authorization to release statement from the student.
- Information from a student's educational record may be shared among College officials who have legitimate educational interests.
- Access to a student's educational records by College officials is restricted to that portion of the record necessary for the discharge of assigned duties.
- Directory information on individual students may be made available publicly by the appropriate Admissions and Records custodian, unless the student has blocked disclosure of directory information.
Good practice by faculty and staff members requires that they maintain, use, and report student data in compliance with the requirements of FERPA and College Policy. The following statements provide practical guidelines to follow:
- Do refer requests for student record information to the proper Admissions and Records custodian.
- Do keep only those individual student records necessary for the fulfillment of your teaching or advising responsibilities.
- Do keep any personal records relating to individual students separate from their educational records. Private notes of a professor/staff member concerning a student that are intended for professor's/staff member's own use are not part of the student's educational record.
- Do insure privacy when asking for student LAMC ID. When on the telephone, be aware that the student may not be in a private environment.
- Do ask for only the last four digits of the LAMC ID on exams and other documents, when needed, to identify different students with the same name.
- Do properly dispose of all papers and documents that contain the LAMC ID.
- Do use blind copies when e-mailing groups of students.
- Do Not include the LAMC ID in the subject line of an e-mail message.
- Do Not include the LAMC ID on any document mailed by surface mail where the LAMC ID is visible on the document or in a window envelope.
- Do Not display student scores or grades publicly in association with the student name, LAMC ID, Social Security number, or other personal identifier. Scores or grades may be posted using a code known only to you and the student.
- Do Not put papers or lab reports containing student names and grades in publicly accessible places. Students must not have access to the scores and grades of others in the class.
- Do Not circulate printed class lists containing non-directory information such as, LAMC IDs for purposes of taking attendance. Instead, use a blank "sign in" sheet.
- Do Not make value judgments or use inappropriate language in any comments or notes that are entered into ISIS or stored in shared student files, since these comments and notes are considered part of the education record and are subject to the student's right to review.
- Do Not request information from the Admissions and Records custodian without a legitimate educational interest and the appropriate authority to do so.
- Do Not share student educational record information with other faculty or staff members of the College unless their official responsibilities provide for a legitimate educational interest.
- Do Not ask for the LAMC ID on any document that will be viewed by anyone other than a College employee with an educational need to know. Examples:
- On exams, homework assignments and attendance rosters, especially if other students may view these documents.
- On questionnaires, surveys and other documents soliciting additional personal information.
- On checks payable to the College or to the student.
- On non-academic documents such as an appointment sign-in sheet.
- Do Not share, by phone or correspondence, information from student educational records, including grades or grade-point averages, with parents or others outside the College, including within letters of recommendation, without written consent from the student.