No recommendation without authorization

Terann Hilow

The Signal

Students wishing to list UHCL faculty or staff members as references have formal paperwork to fill out if they would like their references to disclose any information or provide an evaluation to third parties.

Per a notice recently sent to UHCL faculty members from the Office of Human Resources, there is a standard form that must be completed by students prior to providing any references in regards to applications for employment, scholarships or awards and admission to other educational institutions.

Family Educational Rights and Privacy Act guidelines assert that institutions have the responsibility to notify enrolled students of this requirement at least once a year by whatever approaches are determined best to reach the students.

“The question was raised by a faculty member about the FERPA requirements as it relates to providing references for students, former or current,” the notice announced, going on to convey that this new form is a result of “recent FERPA training provided by [University of Houston System] legal counsel.”

While this notice may raise concerns among faculty and students, Katherine Justice, director of human resources, said this policy is nothing new.

“FERPA requires that students give written permission in order for us to release any information about them,” Justice said. “The form, which has actually been in the UHCL system for several years, is just a tool to use to help faculty and students.”

While completion of the Reference Request & FERPA Release form is required for current UHCL students who wish to list UHCL faculty members as references, the Office of UHCL Alumni Relations & Development Office assures alumni that they need not worry. This requirement only applies while still a student.

“The guidelines that relate to the alumni community don’t fall under FERPA,” said Dion McInnis, associate vice president of university advancement. “There are some FERPA-like regulations, but this form does not apply once a student has left and becomes part of the alumni community.”

Addressing further concerns that faculty members and students may have regarding FERPA compliance, Clifford Ramirez, president and founder of Cliff Ramirez & Associates, said that it is a typical procedure for universities to utilize forms similar to the one being used at UHCL. Ramirez, who has written two books on FERPA training, is considered a national FERPA expert.

Regarding penalization for faculty members who fail to comply with FERPA regulations, the penalty “depends on how ‘wronged’ the individual feels whose information was disclosed without authorization,” Ramirez said. “FERPA compliance is directed solely at institutions and the penalty for a violation may be the withholding of federal funds.”

Concerning storage and submission of the signed forms, each school within UHCL will determine where the forms will be collected. Faculty members are to submit the signed forms to the appropriate depository as designated by their school.

Chuck Crocker, UHCL associate director for career services, views this form as a good way to keep students from making assumptions that their references will provide a positive evaluation and will keep references from being surprised if they are contacted by a third party.

“This form can cause people to be more intentional about talking to their references,” Crocker said.

Students who are considering using a faculty member as a reference should notify the faculty member who can provide access to the release form. For more information regarding FERPA, visit the U.S. Department of Education’s website at www.ed.gov.