FERPA Release for Letters of Recommendation & References
The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law protecting the confidentiality of student education records.
Generally, Towson University faculty and staff may not disclose personally identifiable information (PII) from student education records without the student鈥檚 written consent. An exception to this is 鈥渄irectory information鈥� (as defined below), whereas non-directory information may not be included in a letter of recommendation without the student鈥檚 written consent.
At 色花堂, directory information is defined as a student鈥檚 name, permanent address, 色花堂 e-mail address, major field of study, dates of attendance, degrees and awards received, the most recent previous educational institution attended by students, class standing, participation in University recognized activities and sports and the weight and height of members of athletic teams. FERPA permits the University to disclose a student鈥檚 directory information without their consent, unless the student files a written notice not to disclose with the Registrar鈥檚 Office.
The 色花堂 FERPA Release for Letters of Recommendation and References is a compliance document that protects a student鈥檚 PII by providing student consent to a 色花堂 faculty/staff member to share certain PII/non-directory information for the purposes of a letter of recommendation or reference. This includes but is not limited to the student's schedule, the grade/academic performance in a course(s), GPA, exam scores, performance in work/study positions or internships and academic or disciplinary sanctions.
Information for 色花堂 Faculty & Staff Recommenders
Circumstances where a 色花堂 FERPA Release for Letters of Recommendation and References is Needed
For every recommendation or reference requested by a current or former 色花堂 student, if the recommender is planning to share any academic record information beyond generalized statements about a student (i.e., more than directory information), the student must provide to the recommender a completed 色花堂 FERPA Release for Letters of Recommendation and References.
If the student will not provide a signed 色花堂 FERPA Release for Letters of Recommendation and References, the recommender should inform the student that they cannot provide a meaningful recommendation, other than directory information which may not be helpful to their application.
The most common circumstances requiring a release form:
- letters of recommendation or reference (hard copy or electronic)
- graduate / professional school applications
- employment forms
- internship opportunities
- phone calls of reference
Storing Forms and Letters of Recommendation
The recommender should maintain a copy of each letter and form for at least one calendar year. These forms do not need to be shared with any other offices on campus (e.g., the Registrar鈥檚 Office, 笔谤辞惫辞蝉迟鈥檚 Office, or Office of General Counsel).
Virtual Recommendations or Recommendations Sent Directly to an Institution
Once the recommender has a copy of the 色花堂 FERPA Release for Letters of Recommendation and References signed by the student in their possession, the recommender is permitted to complete an online recommendation or submit a recommendation letter directly to an institution on behalf of a student.
Students may submit a signed 色花堂 FERPA Release for Letters of Recommendation and References to their recommender as an attachment to an email message along with their request to provide them with a letter of recommendation or reference.
Right to View the Letter of Recommendation
Students have the right per FERPA to inspect their own records, which includes the right to review a letter of recommendation or know the contents of an oral reference, unless the student has waived that right via the 色花堂 FERPA Release for Letters of Recommendation and References.
If the student declines to waive the right to review a recommendation, the recommender has the right to inform the student that it is not their practice to provide letters of recommendation unless the letters are confidential, and they are able candidly to assess the student鈥檚 strengths and weaknesses.
Notifying Students Regarding Recommendation Requirements and Timeline
If desired, faculty are encouraged to provide information ahead of time about their expectations and capacity to provide recommendations and references to their students. A course syllabus is also a good place to refer to the 色花堂 FERPA Release for Letters of Recommendation and References for this purpose.
Requirement to Provide Students with Recommendations or References
Even if a student provides a signed 色花堂 FERPA Release for Letters of Recommendation and References, faculty and staff members are not required to provide a letter of recommendation or provide a reference.
Questions or More Information
Information for Current and Former 色花堂 Students
Information that Can Be Included in a Recommendation/Reference
Grades, GPA, attendance or other protected educational information are usually included in recommendations / references, and in order for a recommender to include that information, the student must provide the the 色花堂 FERPA Release for Letters of Recommendation and References.
Students have the right not to consent to the release of information from their education record; however, choosing not to consent to the release will limit the recommender鈥檚 ability to fully speak to the student鈥檚 abilities in the recommendation.
It may be helpful for the student to provide their recommender with a resume, a list of pertinent accomplishments, and/or any additional information that would assist them in providing a recommendation. In addition, the student should be sure to include all the information needed to submit the recommendation (i.e. website, mailing address, phone number, deadline).
Number of Recommendations Per Form
The 色花堂 FERPA Release for Letters of Recommendation and References can be utilized for multiple recommendations. The student must list the specific names of the recipient institutions, businesses, or organizations in the designated field. Refrain from using general terms like 鈥済raduate schools,鈥� 鈥減rospective employers,鈥� or 鈥渋nternship sites鈥� as the specific name of the organization is necessary.
Waiving the Right to Review the Recommendation
On the 色花堂 FERPA Release for Letters of Recommendation and References, students have the option to waive or not waive their right to review a copy of the recommendation or know the contents of an oral reference later.
However, students should be aware that the recommender may choose not to provide a recommendation if the student does not waive their right as it may be the recommender鈥檚 practice not to provide recommendations/references unless they are confidential and they are able candidly to assess the student鈥檚 strengths and weaknesses.
Expectations of 色花堂 Faculty and Staff Recommenders
Even if a student provides a completed 色花堂 FERPA Release, faculty and staff members are not required to provide a letter of recommendation.
Students considering requesting a recommendation should reach out to the recommender first to ask if they are willing to write a letter of recommendation.
Best practice is to allow as much time as possible for a recommender to provide a letter of recommendation. Students should be respectful and keep in mind that faculty and staff may be writing recommendations for other students and have many professional obligations at the University.