No no. In recent years, the U.S. Department of Education has clarified that an electronic signature can replace a written signature. To qualify as an electronic signature, it is necessary to perform proper authentication. Penn State`s access account meets electronic signature requirements. Since students must log into Penn State`s email system with their Penn State access accounts, an email note from a student`s email address psu.edu will fulfill FERPA`s written consent requirement. However, since security measures are not as strict for other email systems, an email received, for example, from a Gmail, Yahoo or AOL email account would not be characterized as written consent. This means that a student`s educational materials can only be disclosed with the student`s prior written consent. Prior written consent must be: FERPA allows academics access to student teaching materials for which they have a “legitimate interest in education.” Such access is not subject to the student`s prior written permission. Yes, FERPA contains some exceptions to the written consent rule. These exceptions allow for disclosure without consent: there are many offices in Penn State that record comments and notes on students. These can be kept in the student file in a department or higher education institution.
It is important that anyone who records notes of interaction with a student understands that these notes, unless these grades fall within the category of “exclusive ownership” records (see the definition of question 5 above), are part of the student`s educational record and are subject to FERPA. Since FERPA has the right to verify any of its educational records, these notes could be included in this audit. It is therefore important that notes or comments are objective and objective and that university staff who record notes or comments, avoid value judgments or use inappropriate language. “University officials” are allowed access to student training materials without the consent of students, provided that these officials have a “legitimate pedagogical interest” in the student`s registration. The student`s permission is not required. “University officials” are university employees who, in general or specifically, are responsible for promoting the university`s or third-party educational objectives under a contract with the university for the provision of professional, commercial and other similar administrative services related to the university`s educational mission; The people whose tasks they categorize in this category include trainers; Faculty counselor; Admission counsellors Scientific advisor; Counselor Placement staff Deans, department heads, directors and other administrators responsible for part of the university business or support activities; university police officers; Health care workers Development officer; Employees in alumni relations officially recognized administrative and faculty sponsors of associations, organizations, etc.; Members, including students and alumni, of official university (or university) committees; staff assigned to assist higher education officials in the performance of their professional duties; and the persons or entities responsible for the university to provide a specific mission or service as part of the university`s training mission.