FERPA Information Disclosure Consent

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May Thomas
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FERPA Information Disclosure Consent The FERPA Information Disclosure Consent form allows students to give or revoke consent that the University at Buffalo officials may discuss the contents of my

php The student will complete this area designating which individuals will have the privilege to obtain (or does not have the privilege) to academic and/or financial information.

1 FERPA Information Disclosure Consent The FERPA Information Disclosure Consent form allows students to give or revoke consent that the University at Buffalo officials may discuss the contents of my academic and financial records. Form can be found at: The student will complete this area designating which individuals will have the privilege to obtain (or does not have the privilege) to academic and/or financial information. This area is for a notary public to sign the document that verifies the identity of the student who is listed on the document. The bottom area of the form is for staff members who are receiving the form and/or verifying the student s identity, either in person or via , fax, or USPS mail. Staff are to ensure that the form is completely filled out, that a Notary signature is present and is dated. They then print their name in the Staff Name field, write their office phone number, and sign the form. Finally, they should indicate if they have updated the Service Indicator in HUB. Last Updated: April 22,

Updating HUB with the Appropriate Service Indicator

Service Indicators (Student) Manage Service Indicators.

2 Updating HUB with the Appropriate Service Indicator Begin by navigating to Main Menu Campus Community Service Indicators (Student) Manage Service Indicators. You will be asked to enter an Empl ID in the Empl ID field. Do so and click Search. Click either the + (plus) or the Add Service Indicator link. Last Updated: April 22,

3 The Add Service indicator page allows you to apply a new Service Indicator to a student. Last Updated: April 22,

Click the Service Indicator Code Magnifying Glass to select a Service Indicator available to you.

Remember that your secrity will determine which service indicators you can view and apply.

Use the Service Indicator Reason Code Magnifying Glass to select a reason.

You ll notice that this list will correspond to the Service Indicator you selected.

4 Click the Service Indicator Code Magnifying Glass to select a Service Indicator available to you. For the FERPA Release indicator, you ll select FRF. Remember that your secrity will determine which service indicators you can view and apply. For every Service Indicator, HUB will need a reason of why it was applied ot the student. Use the Service Indicator Reason Code Magnifying Glass to select a reason. For the FERPA Release indicator select the appropriate service indicator relese reason. You ll notice that this list will correspond to the Service Indicator you selected. Notice that the Description field prepopulates. You should not change this as these are standard messages the students will see about their hold. You will need to a add a Start Term. In other words, what term does this Service Indicator take effect? Use the Magnifying glass to select a term. We ll select Spring 2014 for this example. Last Updated: April 22,

5 The Start date can be Today s date. Use the magnifying glass to select a start date. The End Term field is an optional field and allows you to tell HUB when the Service Indicator impacts should end. For the application of a FERPA release there will be no end date. The student will need to submit a new form Revoke the applied Service Indicator. The End Date field is an optional field and allows you to tell HUB a specific date of when the Service Indicator impacts should end. For this purpose, you will leave it blank. Note: If you use this field, and/or the End Term field, you will still need to release the indicator as the student will still see it in their HUB Student Center. The Department field designates the department that the Service Indicator is associated with and is autofilled by the system. You will not do anything with this field for this purpose. The Amount field is only used for billing. Since our example is a FERPA example, we will not need to do anything with this field. The Placed Person ID field should be you and is autofilled by HUB. The Placed By should have your name in it and is autofilled by HUB. In the Comments field you will type the full name(s) of the authorized person, the relationship this authorized person has to the student, the of the authorized persons, and the phone number of the authorized person. When you place a Service Indicator, often times there are administrative services that are impacted as a result of placing that Service Indicator. The FERPA Service Indicator will not impact services When you are done, click the OK button at the bottom of the page. Last Updated: April 22,

6 You should now be returned to the Manage Service Indicators page and should be able to see the Service Indicator you placed. If the student has asked to have both the Academic AND the Financial Service Indicators released, you will need to add a new service indicator and follow this procedure again. Releasing a Service Indicator Next, we will release a Service Indicator. Click link most appropriate to the Service Indicator that you want to release. We ll click the FRF link under the code column. You ll next be taken to the Edit Service Indicators Page where you can update a student s Service Indicator or Release it. To simply release the Service Indicator, you can press the Release button. You will then be asked to confirm if you really want to delete this Service Indicator. Click OK if you want to release the Service Indicator. Last Updated: April 22,

7 You will then see on the Manage Service Indicators page that the Service Indicator has been removed. Auditing Service Indicators There are times you ll need to follow up with another administrative office on why a Service Indicator was placed. You ll need to find out who or what office placed the Service Indicator. You can do this by navigating to the Audit Service Indicators page found at Main Menu Campus Community Service Indicators (Student) Audit Service Indicators. On the Audit Service Indicators page, type the student person number in the ID field and click Search. Last Updated: April 22,

The record display area lets you know how many Service Indicators this student has had on their account.

8 The results will show all Hold activity on this student, including the Released codes. Use the View All link to view all the Service Indicators. The most recently applied Service Indicators will appear at the end of the report. In this case the most recent applied Service Indicator is record 50. The record display area lets you know how many Service Indicators this student has had on their account. This is the tab expander and allows you to get an expanded view of all the information related to the Service Indicator Audit screen. New columns that appear are a new name column, the student s birthdate, Campus ID, National ID, NID Country, ID, User ID, Service Indicator Date Time, and Audit Date Time. Last Updated: April 22,

9 The Service Indicator Code is the abbreviation for the Service Indicator. The Start Term is the term that the Service Indicator started. This is the Service Indicator Start Date. The Action is whether the Service Indicator was added (A), dropped (D), or changed (C). The ID is the Student s person Number. The User ID is the administrator that performed the action. The Audit Date and Time tells when the action was performed. NOTE: Clicking any one of the column headers (e.g. Start Date) will sort the list by that column heading in ascending order. If you click it again, it will sort the list by that column heading in descending order. To view more information about a specific Service Indicator, click the link. Last Updated: April 22,

10 This will take you to the Service Indicator Audit page to view more information about who placed the Service Indicator. You have now successfully applied and released a service indicator for a student. You have also been able to conduct a Service Indicator Audit on a student. End of Procedure Last Updated: April 22,

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