Section 4

Authorization to View and Have Access to Student Housing Assignments Data

As a student staff member in Residence Life, you are provided with access to student housing assignments data in order to complete the responsibilities of your position. The Family Rights and Privacy Act of 1974 (FERPA) is the primary law that protects the confidentiality of students’ records in academic environments. The Registrar’s Office, the office that monitors student records, now requires that all Residence Life student staff who have access to student data receive and review FERPA information and how it applies to Housing Assignments data. Your signature below indicates that you have received and reviewed the FERPA Tutorial and agree to abide by FERPA and the following guidelines established by Housing and Residence Life.

Housing and Residence Life FERPA Guidelines

What is an Educational Record?

Any record that is directly related to the student, is maintained by the institution or a staff member, and kept in any format. Educational Records include Housing Alpha Lists, Housing Floor Plans, Witness Statements, Communication Reports, Key Record Forms, Room Inventories, Back-up Key sign out forms, etc.

Confidentiality of Educational Records

It is critical to keep all student records confidential. Records must be kept in secure locations. Records should not be left on cluster office counters or in other locations where others can easily view them. You are provided with access to this information in order to fulfill the responsibilities of your position.

When working in the cluster office or in other capacities as a staff member, you should not release any directory information if requested to do so by another student or outside party. You can refer the requestor to People Finder on www.umass.edu for directory information. You can provide/verify information for university staff who are requesting information to complete university business (such as Housing Area Office, Housing Assignments Office and Residence Life staff).

Use of Directory Information in Housing and Residence Life

The University may disclose directory information without a student’s prior consent, unless the student specifically requests in writing that the information be withheld. Directory Information as defined by FERPA includes:

• Name
• Local/Mailing Address
• Home/Permanent Address
• e-mail address
• Major
• Telephone Numbers
• Date and place of birth
• Acknowledgement of a student’s participation in officially recognized activities and sports
• Weight and height of members of athletic teams
• Date(s) of attendance
• Degrees, certificates, and awards received
• Most recent previous educational agency or institution attended by the student.

Housing and Residence Life takes great care in the use of directory information to protect the confidentiality and safety of our residents. Directory information can be released/posted by Residence Life staff under the following circumstances only:

• First Names of students only to be posted on door decs
• First Names of students only to be used on bulletin boards for the purpose of building community
• Full Name of student when they have achieved an award or other recognition such as Dean’s List. Staff with SPIRE access should check student privacy flags before posting such information.
• Full Name of student participating a Residence Life leadership group such as House Council, Area Government, or Community Leaders. Staff member with SPIRE access should check student privacy flags before posting such information. If a participating student has a privacy flag, staff should receive student’s written consent before posting such information.
• Staff who wish to create floor lists, electronic communities, or other forms of communication between residents should collect the information from students themselves and be clear as to how the information will be used. Students should have the option to opt out of the list, electronic community, or communication.

If you have questions about the release of student directory information or the Family Educational Rights and Privacy Act of 1974 (FERPA), please contact your supervisor.