FERPA Guidelines for Faculty and Staff

Faculty and staff members have a legal responsibility under FERPA to protect the confidentiality of student academic records in your possession. Faculty and staff have access to student information only for legitimate use in the completion of their responsibilities as a Tacoma Community College employee. Need to know is the basic principle. Access to student information, including online directory information, is based on each faculty or staff role within TCC.  Student academic records (other than directory information) are considered confidential and may not be released without written consent of the student. Student information stored in an electronic format must be secure and available only to those entitled to access that information. If there is doubt concerning a request for student information, contact Enrollment Services via email at FERPA@tacomacc.edu.

FERPA Do's and Don'ts

Do's

  • Do refer requests of information on a students educational record to Enrollment Services.
  • Do keep any private records relating to individual students separate from their education records. Private records of instructional, supervisory and administrative personnel and ancillary educational personnel are to be kept in the sole possession of the maker and are not to be accessible or revealed to any other person, except a substitute instructor.
  • Do use blind copies (bcc) when emailing groups of students.

Dont's

  • Do not display or post student grades or scores publicly in association with names, Social Security numbers, TCC Student IDs, or other personal identifiers.
  • Do not circulate printed class lists containing non-directory information (e.g. TCC Student IDs) for purposes of taking attendance. Instead, use a blank "sign in" sheet.
  • Do not put papers or lab reports containing student names, Social Security numbers, TCC Student IDs, grades or other personal identifiers in publicly accessible places. Students must not have access to the scores and grades of others in the class.
  • Do not share information from student education records, including grades or grade-point averages, with parents or others outside Tacoma Community College, including within letters of recommendation, without written permission from the student.
  • Do not share information from student education records, including grades or grade-point averages, with other faculty or staff members of Tacoma Community College unless their official responsibilities identify their legitimate educational interest in that information for that student.
  • Do not provide student directory information to any third party for commercial use or for solicitation of any product or service.
  • Do not include the Student ID in the subject line of an email message or on any document mailed by postal mail where the TCC Student ID is visible on the document or in a window envelope.

Quick Links