Family Educational Rights & Privacy Act (FERPA)

Involving parents in the educational process contributes to the overall success of students. Your signature on the FERPA statement located on the University Residences Check-in Form allows University Residences management staff to contact parents on matters relating to University Residences issues. In emergency situations, contact can be on an “As Needed” basis without signature. The form will be used solely by the University Residences staff during the current contracted Academic Year and will not be shared with other areas of the University.

Section 99.31 of the Family Educational Rights and Privacy Act permits disclosure of personally identifiable information to the parents of a “dependent student as defined in Section 152 of the Internal Revenue Code.” Under this section of the IRC, a dependent is defined as a student 24 years of age or under whose parents contribute more than half of his or her support. Under FERPA, the term “parent” also includes a legal guardian or an individual acting as a parent in the absence of a parent or legal guardian. University Residences is authorized by law to contact parents regarding incidents involving alcohol or drugs.

Purpose

The execution of the FERPA statement on the University Residences Check-in Form allows appropriate housing management staff to contact parents to assist them in understanding important issues which may impact their student relative to University Residences matters. This contact will be initiated at the discretion of the University Residences management staff and is meant for the benefit of the student and his/her family. It is important to understand, however, that University Residences management staff may not always be cognizant of important issues taking place in the lives of every individual student living in the halls. They can initiate contact at their discretion only when important issues are known to them. (Examples of specific and possible reasons for contacting parents are listed below.)

Revocation

Students wishing to revoke the ability of the University Residences management staff to contact a parent may do so by submitting a written notice to the general manager or his/her designee. Revocation shall not apply if initiated in the midst of a specific situation but will take effect following the conclusion of the specific incident.

The receipt of a written notice of revocation shall not prevent the University Residence administrator from contacting a parent or guardian on an “As Needed” basis in emergencies.

Reasons University Residences Management Staff may contact parents or guardians, usually by telephone:

The cause that necessitates a contact by telephone may involve sensitive information that would not be appropriate to share in a written document.  Also, the timeliness that a telephone contact offers may be of utmost importance.

Behavioral

  • Disciplinary Sanctions
    • Probation
    • Probated Suspension
    • Suspension
  • Suicide Attempts

Health Issues

  • Emergency Medical Treatment
  • Medication Imbalance
  • Eating Disorders
  • Self-destructive Behavior

Other reason for possible contact by University Residences Management with parents or guardians include:

Contact may be made either in writing or by telephone. Written contact may be in the form of a personal letter to the parents or guardians or simply by sending them a copy of a letter that has been sent to the student.

Awards

  • Scholarship Achievement
  • Food Service Recognition
  • Honorary Selection
  • Club Officers Elections

Quality of Life

  • Contributions to Hall Organization
  • Positive Interaction
  • Positive Role Model
  • Participation in Hall Events

Employment

  • Outstanding Customer Service
  • Promotions
  • Positive Team Member

Behavioral

  • Adjustment Issues
  • Roommate Issues
  • Discipline Sanctions
    • Verbal Warnings
    • Written Warnings

Miscellaneous

  • Delinquent Housing Payments
  • Non-registered for Classes

The list of reasons for expected or possible contact shown on this page is not meant to be comprehensive or all-inclusive; the reasons listed under each category simply serve as examples.