Information Security
FERPA Data on Google Drive
On October 10, 2022, all faculty and staff can begin storing FERPA data in Google
Drive and Google Shared Drives.
Please take a moment to learn more about how you can safely store FERPA data in Google
Drive.
What is FERPA and FERPA data?
The Family Educational Rights and Privacy Act of 1974, as amended (sometimes referred
to as the Buckley
Amendment), is a federal law regarding the privacy of student records and the obligations
of the institution,
primarily in the areas of release of records, and the access provided to these records.
Visit the Office of the
University Registrar website to learn more about what does and doesn't qualify as student record data and when
student consent is required.
How do I store FERPA data in Google Drive?
To upload, navigate to drive.google.com and then either drag and drop your files and folders or click “folder
upload” and select them:
How is Fresno State preventing the unauthorized disclosure of private student data?
To prevent the unauthorized disclosure of private student data, Fresno State has implemented
Google Drive
rules to warn staff members when they try to share (externally) documents or folders
that contain private
student data. The warning will come from Google in the form of a pop-up that looks
like the one below.
If you see this warning, please check that the file or folder you share does not contain
any private student data
(unless that student has given explicit written consent to release the information).
See the Office of the
University Registrar website for additional information regarding how students can submit their consent.
Under FERPA, education records are defined as records that are directly related to
a student and are
maintained by an education agency or institution or by a party acting for the agency
or institution. According
to FERPA, personally identifiable information in an education record may not be released
without prior written
consent from the student. Examples of information that MAY NOT BE RELEASED without
prior consent are:
- Birth date
- Religious affiliation
- Citizenship
- Disciplinary status
- Ethnicity
- Gender
- GPA, grades, and test scores (SAT, GRE)
- Marital status
- SSN/ID
- Progress reports (STARS)
Additional FERPA information is on the Office of the University Registrar website
FERPA has specifically identified certain information called directory information
that may be disclosed without
student consent. Although directory information may be disclosed without student consent,
Fresno State is not
required to release directory information.
Examples of directory information data include:
- Name
- Major field of study
- Student Photo
- Participation in officially recognized University sports and activities
- Weight and height of members of athletic teams
- Enrollment status (undergraduate or graduate, full-time or part-time)
- Transcript degrees, awards, honors (including dates) received at Fresno State
- Most recent educational institution attended
Additional directory information is on the https://studentaffairs.fresnostate.edu/registrar/student-records/ferpa.html
Questions?
Technical questions regarding how to save FERPA data to Google may be directed to
the Service Desk at
559.278.5000 or visit the Technology Services website.
Questions about FERPA and student consent may be directed to the Office of the University Registrar at
559.278.4743.