The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) protects the privacy of student education records. FERPA is a federal law that applies to all schools that receive funds under an applicable program of the U.S. Department of Education.
Why Is FERPA Important to Our Campus?
All faculty, staff and students, including temporary employees, student assistants and consultants, must comply with state and federal laws and University policies regarding the access to, and use of, student education records, whether these records are printed or electronic. Maintaining the confidentiality of student education records is everyone's responsibility.
Who Has Access to Student Records?
Only those individuals who have been authorized as having a legitimate reason to access student education records can do so. Access to student education records is strictly limited to the specific information and data that is relevant and necessary for those authorized individuals to perform their job-related duties.
How Can I Obtain Access to Student Records?
- Review all the information on this site, presented in the form of a tutorial, to become familiar with the rules governing the handling and release of student education records.
- For employees, after completing the tutorial and test, print the Certificate of Completion and submit it to Human Resources Management who will file it in your official personnel file.
- For student assistants, after completing the tutorial and test, print the Certificate of Completion and submit it to the Career Development Center who will file it in your student personnel file.
- For vendors/consultants, after completing the tutorial, print the Certificate of Completion and submit it to your campus sponsor to be included with your contract documents.
- A FERPA Certificate of Completion must be renewed every two years. If an applicant does not have a certificate or if the certificate has expired, the request for access to students records, or any other administrative system, will not be processed until a new certificate is issued.
- Access to grading and class rosters is granted to faculty when the department assigns a course to faculty in GET.
- Access to advisement or additional access requires the faculty to complete a Student Administration Account Request form.
Where can I complete the FERPA training?
Everyone who has a MyCalStateLA ID account is required to complete a FERPA training. Depending on who you are, you will access FERPA training differently.
- For Cal State LA faculty, student assistants, and staff (state & UAS), you will complete the FERPA training through CSU Learn. To access CSU Learn, log on to the MyCalStateLA Portal at https://my.calstatela.edu and click on the CSU Learn link under the QuickLaunch menu on the left. In CSU Learn, click on Assigned Learning, then click on Data Security and FERPA to begin your training.
Note: For newly hired employees, your CSU Learn account will be created by the Chancellor's Office based on your employment activation date. It will take approximately three days after your start date before you receive an email message from CSU Learn that the Data Security and FERPA training has been assigned to you. If you take the Department of Education's FERPA 101 for Colleges and Universities prior to your employment start date, you are still required to take the Data Security and FERPA training since the CSU Learn training is focused primarily on Data Security with only a small portion focused on the FERPA topic.
For individuals who are not employees (e.g., third-party vendors) or volunteers processed through Human Resources Management, you will complete the FERPA 101 for Colleges and Universities training available on the Department of Education website: https://studentprivacy.ed.gov/training/ferpa-101-colleges-universities. Once you have completed the training, email your certificate of completion to your Cal State LA contact or the contracting department contact at Cal State LA.
For questions with problems related to FERPA, MyCalStateLA ID account, or CSU Learn, contact the ITS Help Desk at 323-343-6170, email firstname.lastname@example.org, or visit in-person at the Library Palmer Wing Lobby during regular office hours.