12.E Faculty Handling of Student Records/References

FERPA directly affects faculty in their handling of information relating to students. For instance, FERPA prohibits the posting of grades by the student’s name or the student’s ID number. Grades can be posted by using randomly assigned numbers known only by the faculty and the individual student or by using the last four digits of the student ID numbers in such a way that individual privacy is protected (e.g., not listing the students in alphabetical order). A system must also be used in returning student tests and papers to prevent access and/or release to anyone other than the student.

Faculty provide an important service for students when they write letters of recommendation on request by the student. In writing these letters, however, faculty members should take care to provide information based on personal observation or knowledge. In addition, faculty should not respond to a third party’s request for a reference for a student without that student’s prior consent. The Career Center (3200 SAB, 764-7460) publishes a guidebook for faculty, Graduate Student Instructors, and staff, that provides additional information. It is entitled Guidelines for Writing Letters of Reference, and is available at no cost from that office or their website at <www.careercenter.umich.edu/students/refletter/writingguide>.

Faculty Handbook: University Records, Privacy, and Access to Information