Setting Up FERPA Privacy Control

The FERPA privacy control functionality is named for the U.S. Family Educational Rights and Privacy Act regulation. However, anyone can use the functionality to set privacy controls in PeopleSoft Campus Solutions.

This section provides an overview of FERPA privacy control and discusses how to:

• Make data available for FERPA privacy control.

• Make publications available for privacy exceptions.

Understanding FERPA Privacy Control

To comply with FERPA, you must, at minimum, make directory information available for privacy control. You must review the FERPA_VW records in your system and configure them to reflect the type of information that your institution uses as directory information.

The fields shipped on each FERPA_VW record that is delivered with your system, are examples of that type of directory information.

Note. No examples are shipped for the extracurricular activities view record (ACTVTS_FERPA_VW).

If the shipped examples do not reflect your institution's directory information, you should modify the relevant FERPA_VW records and other objects to adjust the data accordingly.

You can specify additional fields on existing FERPA_VW records to include more information within the same FERPA-controlled category (address, names, personal information, and so on).

You can also use PeopleSoft Application Designer (see your PeopleTools documentation) to do the following:

Create and add new FERPA_VW records to add new categories to your system's FERPA control. You must create a FERPA_VW record for each new category and modify the following to accommodate the new record:

• Records whose names start with FERPA.

• Views whose names end with FERPA_VW.

• PeopleCode attached to FERPA pages, including:

  • DERIVED_CS.FERPA_FLAG.FCH

  • DERIVED_CS.FERPA_PB.FCH

  • FUNCLIB_CS.FERPA_FLAG.FFO

  • PERSONAL_DATA.FERPA.RIN

Remove a field from the FERPA pages. You must also modify the view text on the appropriate pages.

• Use a SQL query tool or write an SQR program to remove all occurrences of the value from the field on the FERPA_OVERRIDE data (DELETE FROM PS_FERPA_OVERRIDE WHERE FIELDNAME='SEX').

• Remove the field from all other FERPA-related pages.

• Use Application Designer to remove the value from FERPA control.

Warning! Removing name, address, phone, and email fields from FERPA views will affect the directory listings in PeopleSoft Campus Self Service Community Directory. You might need to modify the directory load process.

See Also

Managing FERPA Privacy Control

Using Community Directory Search

Making Data Available for FERPA Privacy Control

To set up FERPA control, use the FERPA Control component (FERPA_CONTROL).

This section discusses how to make data available for FERPA privacy control.

Page Used to Make Data Available for FERPA Privacy Control

Setting Data for FERPA Privacy Control

Access the FERPA Control page (Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, FERPA Control).

FERPA Restriction Records

FERPA Restriction Record Fields

Making Publications Available for Privacy Exceptions

To make publications available for privacy exceptions, use the Institution Publications component (INST_PUB_TBL) and the Publication Categories component (INST_CATG_TBL).

This section provides an overview of making publications available for FERPA exceptions and discusses how to:

• Create publication codes.

• Define publication categories.

Understanding Publications as Privacy Control Exceptions

You can make publication categories available for exceptions to FERPA privacy restrictions. Students can then elect to permit your institution to release otherwise restricted data for publication in certain types of publications created for your institution. For example, a student might restrict the release of her name, home address, and phone number but permit you to include it in your internal student community directory.

Pages Used to Make Publications Available for Privacy Control Exceptions

Creating Publication Codes

Access the Institution Publications page (Set Up SACR, Product Related, Campus Community, Define Campus Community, Setup, Institution Publications).

Defining Publication Categories

Access the Publication Categories page (Set Up SACR, Product Related, Campus Community, Define Campus Community, Setup, Publication Categories).

Description

Institution Publications