Manage FERPA Groups

If you want to share directory information, you must use the FERPA Groups page to configure and manage the FERPA groups for your campuses. FERPA groups specify the type of information in the directory that the student can select to share with anyone.

• You can specify one FERPA group per campus

• The groups is automatically associated to the student when they enroll in a campus

For a group, you also specify a sharing level that determines whether the student:

• Can choose the information specified for the group that they want to share (Partial) 

• Must share all or none of the information specified for the group (All) 

In addition to predefined fields that you can select to include in the directory information, you can also add additional fields. The new fields you add to one FERPA group are available to select for any other FERPA groups you add.

Prerequisites

You must have Contact Manager – Settings – Manage authorization.

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be available at three campuses and you only have access to two of the campuses, you can view, but cannot edit it. (When you add an item, you can only select campuses to which you have access.)

You should be familiar with how to Use the Features for FERPA.

Access Method

Select the Settings tile > expand Contact Manager > select FERPA Groups.

Procedure to Add or Edit Items

You can specify a maximum of one FERPA group per campus.

1. If you want to:

   • Add a new list item, select the New button on the toolbar

   • Edit an existing list item, select the name in the list

   Warning: Changing the FERPA group for a campus removes the existing directory information selected by the students.

2. Review, specify, or change the following values.

Active Specifies whether the associated record is active. Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

Name The descriptive name of the item. Sharing Level The sharing level associated with the selected FERPA Group (such as All or Partial).

3. Take the appropriate actions in the grid.

   Task You Want to Perform	Actions to Take
   Add fields to the directory for the campus	1.  Select the Add button on the toolbar. 2.  Type the name of the field in the grid. 3.  If you want the new field included in the directory information, select the Active Specifies whether the associated record is active. check box.
   Exclude a field in the directory information for the campus	1.  Clear the check in the Active check box.
   Include a field in the directory information for the campus	1.  Select the Active check box in the record for the field.
   Delete a field (The field must not be selected for any of the existing FERPA groups.)	1.  Select the record for the field. 2.  Select the Remove button.

4. If you want to save and: 

   • Continue making changes, select the Save button

   • Continue to add another item to the list, select the Save & New button

   • Close, select the Save & Close button

Audit for FERPA 

When FERPA groups are added or changed, Anthology Student creates an audit record in the database for almost all of the changes so that you can create SQL queries to audit the changes.

Procedure to Delete a FERPA Group

You can use the FERPA Groups page to delete FERPA groups. Deleting an item permanently removes it. No record of deleted list items is maintained in Anthology Student.

1. Highlight the item in the list.

2. Select the Delete button on the toolbar.

Anthology Student removes the item from the list.