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<p class=MsoNormal><font size=3 color=navy face=Georgia><span style='font-size:
12.0pt;font-family:Georgia;color:navy'>Hello, All.<o:p></o:p></span></font></p>
<p class=MsoNormal><font size=3 color=navy face=Georgia><span style='font-size:
12.0pt;font-family:Georgia;color:navy'><o:p> </o:p></span></font></p>
<p class=MsoNormal><font size=3 color=navy face=Georgia><span style='font-size:
12.0pt;font-family:Georgia;color:navy'>The Federal Family Educational Rights
and Privacy Act (FERPA) of 1974 identifies the rights of students and their
families with respect to student educational records kept by
institutions. The following information provides some useful guidelines
to go by. <o:p></o:p></span></font></p>
<p class=MsoNormal><font size=3 color=navy face=Georgia><span style='font-size:
12.0pt;font-family:Georgia;color:navy'>If you have any questions or concerns,
please contact the Registrar’s Office for assistance. <o:p></o:p></span></font></p>
<p class=MsoNormal><font size=3 color=navy face=Georgia><span style='font-size:
12.0pt;font-family:Georgia;color:navy'><o:p> </o:p></span></font></p>
<p class=MsoNormal><font size=3 color=navy face=Georgia><span style='font-size:
12.0pt;font-family:Georgia;color:navy'>Here is a link to the Faculty/Staff
FERPA Pamphlet: <a
href="http://www.tamu-commerce.edu/registrar/pdfs/FERPAFacStaff.pdf">http://www.tamu-commerce.edu/registrar/pdfs/FERPAFacStaff.pdf</a><o:p></o:p></span></font></p>
<p class=MsoNormal><font size=3 color=navy face=Georgia><span style='font-size:
12.0pt;font-family:Georgia;color:navy'><o:p> </o:p></span></font></p>
<p><a name=skiplinks></a><b><font size=3 color=navy face=Arial><span
style='font-size:12.0pt;color:navy;font-weight:bold'>Guidelines for Faculty and
Staff</span></font></b> <o:p></o:p></p>
<ul type=disc>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l1 level1 lfo1'><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Directory information on individual students may
be made available publicly by the appropriate educational record
custodian. <o:p></o:p></span></font></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l1 level1 lfo1'><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Staff using the Banner system should review the
student's academic record using form SGASTDN. <o:p></o:p></span></font></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l1 level1 lfo1'><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>If a student has placed a confidentiality flag on
their records, NO INFORMATION may be given out or discussed with anyone
other than the student. In this case, when logging in to Banner, if
such a flag is in place, you will see the following notice as soon as you
access the student’s record:<o:p></o:p></span></font></li>
</ul>
<p class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
margin-left:.25in'><font size=3 face="Times New Roman"><span style='font-size:
12.0pt'><img border=0 width=461 height=156 id="_x0000_i1029"
src="cid:image002.jpg@01C8A5FA.345E9540"><o:p></o:p></span></font></p>
<ul type=disc>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l1 level1 lfo1'><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Information from a student's educational record
may be shared among University officials who have legitimate educational
interests. <o:p></o:p></span></font></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l1 level1 lfo1'><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Access to a student's educational records by
school officials is restricted to that portion of the record necessary for
the discharge of assigned duties. <o:p></o:p></span></font></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l1 level1 lfo1'><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>The release of non-directory information to
parties outside of the University is restricted to the appropriate
educational record custodian and only if the custodian has a signed and
dated authorization to release statement from the student. <o:p></o:p></span></font></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l1 level1 lfo1'><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>The University does not provide mailing lists to
any third party for either commercial use or for solicitation of any
product or service. <o:p></o:p></span></font></li>
</ul>
<p><font size=2 color=black face=Arial><span style='font-size:10.0pt'>Good
practice by faculty and staff members requires that they maintain, use, and
report student data in compliance with the requirements of <a
href="http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html" title=FERPA>FERPA</a>
and the University's Policy. The following statements provide practical
guidelines to follow:<o:p></o:p></span></font></p>
<ol start=1 type=1>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo2'><strong><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Do</span></font></b></strong> refer requests for
student record information to the proper educational record custodian. <o:p></o:p></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo2'><strong><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Do</span></font></b></strong> keep only those
individual student records necessary for the fulfillment of your teaching
or advising responsibilities. <o:p></o:p></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo2'><strong><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Do</span></font></b></strong> 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. <o:p></o:p></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo2'><strong><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Do</span></font></b></strong> insure privacy when
asking for student ID. When on the telephone, be aware that the student
may not be in a private environment. <o:p></o:p></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo2'><strong><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Do</span></font></b></strong> ask for only the
last four digits of the ID on exams and other documents, when needed, to
identify different students with the same name. <o:p></o:p></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo2'><strong><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Do</span></font></b></strong> properly dispose of
all papers and documents that contain the ID. <o:p></o:p></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo2'><strong><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Do not</span></font></b></strong> include the ID
in the subject line of an e-mail message. <o:p></o:p></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo2'><strong><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Do not</span></font></b></strong> include the
complete ID in the body of e-mail messages and attached documents. <o:p></o:p></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo2'><strong><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Do not </span></font></b></strong>include the ID
on any document mailed by surface mail where the ID is visible on the
document or in a window envelope. <o:p></o:p></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo2'><strong><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Do not</span></font></b></strong> display student
scores or grades publicly in association with the student name, ID, social
security number, or other personal identifier. Scores or grades may be
posted using a code known only to you and the student. <o:p></o:p></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo2'><strong><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Do Not</span></font></b></strong> put papers or
lab reports containing student names and grades in publicly accessible
places. Students are not to have access to the scores and grades of others
in the class. <o:p></o:p></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo2'><strong><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Do Not</span></font></b></strong> request
information from the educational record custodian without a legitimate
educational interest and the appropriate authority to do so. <o:p></o:p></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo2'><strong><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Do Not</span></font></b></strong> share student
educational record information with other faculty or staff members of the
University unless their official responsibilities provide for a legitimate
educational interest. <o:p></o:p></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;
mso-list:l0 level1 lfo2'><strong><b><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>Do Not</span></font></b></strong> ask for the ID
on any document that will be viewed by anyone other than a University
employee with an educational need to know. Examples: <o:p></o:p></li>
<ul type=circle>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:
auto;mso-list:l0 level2 lfo2'><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>On exams, homework assignments and attendance
rosters - if other students may view these documents. <o:p></o:p></span></font></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:
auto;mso-list:l0 level2 lfo2'><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>On questionnaires, surveys and other documents
soliciting additional personal information. <o:p></o:p></span></font></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:
auto;mso-list:l0 level2 lfo2'><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>On checks payable to the University or to the
student. <o:p></o:p></span></font></li>
<li class=MsoNormal style='mso-margin-top-alt:auto;mso-margin-bottom-alt:
auto;mso-list:l0 level2 lfo2'><font size=3 face="Times New Roman"><span
style='font-size:12.0pt'>On non-academic documents or an appointment
sign-in sheet.<o:p></o:p></span></font></li>
</ul>
</ol>
<p class=MsoNormal><font size=3 color=navy face=Georgia><span style='font-size:
12.0pt;font-family:Georgia;color:navy'><o:p> </o:p></span></font></p>
<p class=MsoNormal><font size=3 color=navy face=Georgia><span style='font-size:
12.0pt;font-family:Georgia;color:navy'>Thank you,<o:p></o:p></span></font></p>
<p class=MsoNormal><font size=3 color=navy face=Georgia><span style='font-size:
12.0pt;font-family:Georgia;color:navy'><o:p> </o:p></span></font></p>
<p class=MsoNormal><font size=3 color=navy face="Times New Roman"><span
style='font-size:12.0pt;color:navy'><img border=0 width=100 height=100
id="_x0000_i1025" src="cid:image003.jpg@01C8A5FA.9837F430" align=baseline><o:p></o:p></span></font></p>
<p class=MsoNormal><st1:PersonName w:st="on"><font size=4 color=navy
face="Script MT Bold"><span style='font-size:13.5pt;font-family:"Script MT Bold";
color:navy'>Judy Vergara</span></font></st1:PersonName><font color=navy><span
style='color:navy'><o:p></o:p></span></font></p>
<p class=MsoNormal><font size=3 color=navy face=Georgia><span style='font-size:
12.0pt;font-family:Georgia;color:navy'>University Associate Registrar</span></font><font
color=navy><span style='color:navy'><o:p></o:p></span></font></p>
<p class=MsoNormal><font size=3 color=navy face=Georgia><span style='font-size:
12.0pt;font-family:Georgia;color:navy'>Texas A&M University - Commerce</span></font><font
color=navy><span style='color:navy'><o:p></o:p></span></font></p>
<p class=MsoNormal><font size=3 color=navy face=Georgia><span style='font-size:
12.0pt;font-family:Georgia;color:navy'>P.O. Box 3011</span></font><font
color=navy><span style='color:navy'><o:p></o:p></span></font></p>
<p class=MsoNormal><font size=3 color=navy face=Georgia><span style='font-size:
12.0pt;font-family:Georgia;color:navy'>Commerce, TX 75429-3011</span></font><font
color=navy><span style='color:navy'><o:p></o:p></span></font></p>
<p class=MsoNormal><font size=2 color=navy face=Georgia><span style='font-size:
10.0pt;font-family:Georgia;color:navy'>903-886-5069 - Office</span></font><font
color=navy><span style='color:navy'><o:p></o:p></span></font></p>
<p class=MsoNormal><font size=2 color=navy face=Georgia><span style='font-size:
10.0pt;font-family:Georgia;color:navy'>903-886-5888 - Fax</span></font><o:p></o:p></p>
<p class=MsoNormal><font size=3 face="Times New Roman"><span style='font-size:
12.0pt'><o:p> </o:p></span></font></p>
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