Dear FERPA Professors,
We utilize Banner as our SIS, and ARGOS serves as our reporting software for Banner. Through ARGOS, reports can be generated on various topics such as student registration, admissions, registrar, advising, etc. I have granted full access to these student reports to a dean and their administrative assistant.
Recently, other associate deans from different departments have requested full access to the same reports. We have not granted this request because the system does not allow us to separate access to data based solely on specific student groups or departments, such as health sciences or career and technical.
ID, Last Name, First Name, Middle Name, Confidential Indicator, Student_Deceased, School Email, Personal Email, Phone, Cell, Street Address, City, State, ZIP, County, Student Type, Residency, Citizenship, Enrollment Status, Program Information, Concentration, Credit Hours, FAFSA Data, High School Information, and other sensitive details.
Given the sensitivity of this information, are we correct in denying their request for full access?
I appreciate your feedback on this matter.
Regards,
Grant Ornot
Dear Grant Ornot,
FERPA requires that an institution limit access to student education records to those school officials who have a legitimate educational interest in accessing the records. Thus, access granted to school officials by the institution should be limited to those officials who have a need to access based on the official’s job function.
You are correct to limit the access you describe to only those individuals who have such a legitimate educational interest.
The FERPA Professor
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