sole possession records are records that are:

education agency or ), Created for a law enforcement purpose; and, Records created by a law enforcement unit for a law enforcement purpose other than for the law RECORDS OF INDIVIDUALS WHO ARE... RECORDS OF INDIVIDUALS WHO ARE EMPLOYED AS A RESULT OF THEIR STATUS AS STUDENTS (WORK STUDY) ARE EDUCATION RECORDS. establish their own criteria, according to their own procedures and requirements, for determining of their "need to know." Those records, files, documents and other materials that are: The demonstrated "need to know" by those officials of an institution who act in the student's FERPA means that school counselor’s case notes are sole possession records and not education records (which parents are entitled to see) if the records meet very specific criteria: 1) a memory aid, 2) not accessible or shared in either verbal or written form, 3) a private note created solely by the individual possessing it, and 4) include only observations and professional opinions. 1232g). when their school officials have a legitimate educational interest in a student's education records. The name of the student, the student's parent, or other family members; A personal identifier such as a Social Security number or student number; or. Records created and maintained by a law enforcement unit exclusively for non-law enforcement file notes of conversations), are used only as a personal memory aid, and are not accessible or revealed to any individual except a temporary substitute; Records of the UNC Charlotte campus police; Box 530 Edgefield, SC 29824. Employment records when employment is not contingent on being a student, provided the record is used only in relation to the individual's employment. A Service of the Privacy Technical Assistance Center and the Student Privacy Policy Office. its own enrollment procedures (Federal Register, July 6, 2000, p.41856). The term refers to the institution as a whole, including all of its components (such A decision or determination, made by an honor court or council, committee, commission or other The school … An institution that provides education to students beyond the secondary school level. include specific daily records or a student's attendance pattern at the institution. The Annual Security and Fire Safety Report includesClery Act crime and fire statistics for the preceding three years for locations ownedand or controlled by USC, the required policy disclosure statements and other important safety related information.A paper copy of the ASR is available on request made to Department of Public Safety Records by calling (213) 740-6000,by email to DPSRecords@dps.usc.edu or in person at DPS at 3667 South McClintock Avenue, Los Angeles, California 90089. This Directory information is information that is generally not considered to be harmful or an invasion of privacy if disclosed. (b) the period during which a person is working under a work-study (cooperative) program. record. Any individual for whom an education institution maintains education records. Sole possession records are privately written notes kept by an employee separate from any official or shared files kept by the university. institution that are relating to a or paraprofessional acting in his or her professional capacity or assisting in a Notes maintained in a sole possession record are not subject to the guidelines of FERPA. Includes a natural parent, a guardian, or an individual acting as a parent in the absence of a A sole-possession record is a memory jogger note, not your official case records, and only memory joggers fall under sole-possession records. Sole Possession records or private notes held by school officials that are not accessible or released to other personnel. The office within the U.S. Department of Education responsible for enforcing and administering the Although the Act does not define "school officials," it states that institutions must establish provide administrative control or direction of a university system) of post-secondary education that easily traceable. employees and other persons, including student employees or agents, who manage student education school level" means the educational level (not beyond grade 12) at which secondary education is graduate; full-time or part-time), participation in officially recognized activities and sports, name, address, telephone listing, electronic mail address, photograph, date and place of birth, Sharing these notes with other people or placing these notes in a public-view area makes them educational records subject to FERPA. certain capacity as employees, and are not available for use for any other purpose. SOLE POSSESSION RECORDS Records that are kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the record. What information do I need to register my bird? of Education. Any note that is made in conjunction with a student or other school official is not a sole possession record. Sole possession records: Records (desk drawer notes) of instructional, supervisory and administrative personnel kept in the sole possession of the maker of the record and not revealed to anyone. attendance include an academic year, a spring semester, or a first quarter. their status as students are education records. Any information or data recorded in any medium (such as handwriting, print, tapes, film, microfilm, revealed to any other individual except a substitute who performs on a temporary basis (as defined state or federal law and to maintain the physical security and safety of the institution. Sole possession records are records kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the records. A list of personal characteristics or other information that would make the student's identity Employment Records: Records relating to individuals who are employed by the Records of the law enforcement unit of an educational agency or institution. enforcement unit.). Generally sole possession records are of the nature to serve as a “memory jogger” for the creator of the record. 2. For the purposes of this publication, this term refers to a student who has satisfied all the However, sharing the notes with another person, or placing them where they can be viewed by others makes them “education records” and subject to FERPA. Student Records; Personal Information Update Your Address By: Making an online Address Change. sole possession records, i.e., records/notes in sole possession of the maker, used only as a personal memory aid and not revealed or accessible to any other person except a temporary substitute for the maker of the record (this might include notes an instructor makes while providing career/professional guidance to a student); For example: work-study students, graduate graduation rates to current and prospective students. (2) receives funds from any federal program under the administrative responsibility of the Secretary 2. harmful or an invasion of privacy if disclosed. person only after that person is no longer a student at the institution (such as information Refers to the Family Educational Rights and Privacy Act of 1974, as amended , enacted as Section 438 Once the contents or information recorded in sole possession records is disclosed to any party other than a temporary substitute for the maker of the records, those records become education records subject to FERPA. microfiche or any form of electronic data storage). 3. Referred to in this publication as SRTK, the act requires colleges and universities to report The legislation related to FERPA Education records do not include sole possession records, medical treatment records, employment records (unless contingent upon being a student), law enforcement records, and alumni records. Records that are kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the record. The term does not A student who has reached 18 years of age or is attending an institution of postsecondary education. results must include only the name of the student, the violation committed and any sanction imposed The term does not include an individual who has never attended the institution. Those records directly related to a student and maintained by the institution or by a party acting six years with supplementary volumes issued in intervening years. Although the Act does not define "legitimate educational interest," it states that institutions must sole possession records -- records kept in the sole possession of the maker which are used only as a personal memory aid and are not accessible or reviewed by any other person except a temporary substitute for the maker of the record; record. as schools or departments in a university). The University of Southern California's Annual Security and Fire Safety Reports (ASR) for the past three years are available online at: https://dps.usc.edu/alerts/annual-report/.

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