FERPA TRAINING TIPS & TRICKS Chantel Black North Idaho College July 30, 2015 General Interest Track...
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NWEUG 2015 FERPA TRAINING TIPS & TRICKS Chantel Black North Idaho College July 30, 2015 General Interest Track Coeur d’Alene, Idaho
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Transcript of FERPA TRAINING TIPS & TRICKS Chantel Black North Idaho College July 30, 2015 General Interest Track...
NWEUG2015
FERPA TRAININGTIPS & TRICKS
Chantel Black
North Idaho College
July 30, 2015General Interest Track
Coeur d’Alene, Idaho
NWEUG2015
SESSION RULES OF ETIQUETTE
Please turn off you cell phone/pager
If you must leave the session early, please do so as discreetly as possible
Please avoid side conversation during the session
Thank you for your cooperation!
Coeur d’Alene, Idaho
NWEUG2015
INTRODUCTION
NIC then and now
NIC in the future
What are you doing?
Coeur d’Alene, Idaho
NWEUG2015
NIC STATS
NIC employee demographicso Full-Time
o Staff - 300
o Faculty – 160
o Part-Timeo Staff – 430 (includes student workers and Work-Study)
o Faculty – 200
Coeur d’Alene, Idaho
NWEUG2015
NIC FERPA TRAINING HISTORY
FERPA Training prior to Fall 2013o 2004-2005 – Last big push
o Primarily by request
• Only required if individual wanted access to records with privacy holds
• Some departments more diligent than others
o Training primarily conducted by one person
o Registrar’s Office maintained records of FERPA training (i.e. Confidentiality Statement) and notified IT for record access
o Research for Resources for Training
• AACRAO FERPA Guide
• K-12 products for purchase, but nothing for post-secondary
• Online videos (YouTube, websites, etc.) – Goldilocks and the Three Bears
Everything was too general or too specific; needed something just rightCoeur d’Alene, Idaho
NWEUG2015
FALL 2013 – SUMMER 2014
New Employee Orientation o Coordinated with HR to add live FERPA training
• NEO is every other week
• All new full-time faculty and staff required to complete FERPA training
• Training primarily conducted by one person If neither the Assistant Registrar or the Registrar were able to attend, the
new employees at that NEO were not FERPA trained
By request for current staff and faculty
Registrar’s Office continued to maintain records of FERPA training and notify IT
Coeur d’Alene, Idaho
NWEUG2015
FALL 2014 – SPRING 2015
New Employee Orientationo Prezi video with audio recording instead of face-to-face
• No longer “one person” conducting FERPA training for new employees
• Still only full-time employees
• Signed Confidentiality Statements returned to Registrar’s Office for maintenance and IT notification
Coeur d’Alene, Idaho
NWEUG2015
PREZI TIPS AND TRICKS Be sure to sign up as an educator – It’s FREE
Accessible anywhere there is interneto Share the link – Download option is very clunky
Transitions and the rollercoaster effecto Keep transition distances and turns short
o Works best as large screen presentation
Adding audioo https
://prezi.com/support/article/creating/adding-sound-to-your-prezi/?lang=en
o You will need to record your sound files first
• I used a gamers headset. Do not use the microphone built into your computer.
NIC FERPA Training video (11 minutes)
o https://prezi.com/zughmf0orprs/ferpa/Coeur d’Alene, Idaho
NWEUG2015
FALL 2014 – SPRING 2015 (CONTINUED)
Current staff and faculty – “College-Directed” FERPA Trainingo President Joe Dunlap mandate with President’s Cabinet support
o Coordinated with HR to conduct 8 live group training sessions
• Full-time employees registered themselves in SilkRoad Learning (LMS) Attendance tracked in SilkRoad Learning
• Part-time employees tracked separately by HR due to license limitations
• Included IVC sessions for outreach areas
Coeur d’Alene, Idaho
Full-Time Staff Full-Time Faculty Part-Time Staff Adjunct Faculty
67.33%50.31%
5.00%18.00%
32.67%49.69%
95.00%82.00%
Attended Did Not Attend
NWEUG2015
SUMMER 2015
New Employee Orientationo Continue using Prezi video
• Registrar’s Office no longer “middle-man” Signed Confidentiality Statements maintained by HR in ImageNow
IT notification sent by HR
Coeur d’Alene, Idaho
NWEUG2015
FUTURE
Current employee FERPA trainingo Request Administration/Management put some teeth behind it
• What does required mean if there are no consequences?
o 2015-2016 transition year
• Focus on training those that did not complete training 2014-2015
• Coordinate with HR to develop an online training/knowledge test Possibly use Articulate (eLearning platform) or SilkRoad Learning
HR purchased additional SilkRoad Learning licenses to include adjunct faculty
2016-2017 future
• All employees required to take online training/knowledge test annually
Must attend a live training if they do not pass knowledge test
Coeur d’Alene, Idaho
NWEUG2015
SUMMARY OF TIPS AND TRICKS
Prezi Video with Audio
Get buy-in from Administrationo Get some teeth!
Coordinate with Human Resources
Reduce/remove “middle-man” practices
Don’t forget your outreach or satellite campuses
Coeur d’Alene, Idaho
NWEUG2015
QUESTIONS AND DISCUSSION
Coeur d’Alene, Idaho
NWEUG2015
THANK YOU!
Chantel Black
Assistant Registrar
North Idaho College
Coeur d’Alene, Idaho
