Candidate Information. Name Last First Middle Employee ID Date of Birth / / Class Schedule. External Obligation(s)

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1 Candidate Information Semester Name Last First Middle Employee ID Date of Birth / / Address Phone Monday Tuesday Wednesday Thursday Friday Description Day(s) Time(s) Regularity City State Zip Cell Home Class Schedule External Obligation(s) Subject(s) of Interest (Course Prefix and Number) Requested Number of Hours per Week WKCTC Faculty Recommendations Please give this link to your recommending faculty members: DATE COMPLETED / / SIGNATURE REQUIRED - ADDRESS (KCTCS PREFERRED): Form A.1

2 CODE OF ETHICS FROM ASSOCIATION OF TUTORING PROFESSIONALS 1. Best Interest: Tutors will be committed to acting in the best interest of tutees as specified by the employing organization or institute. 2. Responsibility: Tutors will take responsibility for their own behavior and work to resolve conflicts that may arise between themselves and a client. 3. Integrity: Tutors will practice and promote accuracy, honesty, and truthfulness. 4. Fairness: Tutors will exercise reasonable judgment and take precautions to ensure that their potential biases, the boundaries of their competence, and the limitations of their expertise do not lead to or condone unjust practices. 5. Commitment: Tutors will fulfil commitments made to learners. 6. Respect for Others Rights and Dignity: Tutors will respect the dignity and worth of all people, and the rights of individuals to privacy, confidentiality and self-determination. 7. Excellence: Tutors will strive to maintain excellence by continuing to improve their tutoring skills and engage in applicable professional development activities. 8. Respect for Individual Differences: Tutors will respect cultural, individual, and role differences, including those based on age, sex, gender identity, race, ethnicity, culture, national origin, religion, sexual orientation, disability, language and socioeconomic status. 9. Professionalism: Tutors will not engage in inappropriate relations with tutees. 10. Confidentiality: Tutors will maintain the highest privacy standards in terms of protecting personal information relative to those whom they tutor. I have read, and I fully understand this code of ethics. By signing below, I agree to adhere to and to report any violation of these ethical standards. Tutor s Signature Academic Support Coordinator s Signature Date Date Form B.1

3 What is FERPA? WEST KENTUCKY COMMUNITY AND TECHNICAL COLLEGE FERPA (FAMILY EDUCATIONAL RIGHTS & PRIVACY ACT) The Family Educational Rights and Privacy Act of 1974, as amended, is a federal law which provides that colleges and universities will maintain the confidentiality of student educational records. The law basically says that no one outside the institution shall have access to students educational records nor will the institution disclose any information from those records without the written consent of students. There are exceptions, such as allowing certain personnel within the institution with a legitimate educational interest to see the records, or releasing them in an emergency in order to protect the health or safety of students or other persons. What is Considered Directory Information? Under the terms of FERPA, West Kentucky Community and Technical College has established the following as directory information: Name, Addresses, , Telephone numbers, Date of birth, Place of birth, Field(s) of study, Classification, Full/part-time status, Dates of attendance, Most recent institution attended, and Degrees, honors, and awards received. The directory information will be available for release to the general public. However, FERPA states that each student has the right to inform WKCTC that the information is not to be released. In order to withhold release of directory information, a student must notify the Registrar s Office in writing. The release must be on file prior to the end of the fifth day of the semester. Contact the Registrar s Office before releasing any directory information to a third party. The Registrar s Office will check for a non-release directive. Prior Written Consent to Disclose Non-Directory Information A student must provide signed and dated written consent before WKCTC will disclose nondirectory information on the student to unauthorized individuals or agencies. The written consent must (1) specify the records to be disclosed, (2) state the purpose of the disclosure, (3) identify the party or class of parties to whom the disclosure may be made, and (4) include a statement granting consent for the release of the information. Form C.1

4 Parental Access to Children s Educational Records At the post-secondary level, parents have no inherent rights to inspect a student s educational records. The right to inspect is limited solely to the student. Records may be released to parents only under the following circumstances: (1) through the written & signed consent of the student, (2) in compliance with a subpoena, or (3) by producing a copy of the most recent Federal Income Tax form showing that the student was claimed as a dependent. Your Responsibilities as an Employee As an employee of WKCTC, you may have access to students educational records. Their confidentiality, use, and release are governed by FERPA. Your utilization of this information is governed by the regulations and the duties and responsibilities of your employment and position. Your job places you in a position of trust. You are an integral part in ensuring that student information is handled properly. Students have the right to expect that their educational records are being treated with the care and respect that you would want for your own records. In general, all student information must be treated as confidential. Even public and directory information is subject to restriction on an individual basis. Unless your job involves release of information and you have been trained in this function, any request for disclosure of information, especially from outside WKCTC, should be referred to the Registrar. Inappropriate release of information contained on a student s record without the written consent of the person identified on the document is in violation of Sec. 438 Public Law Failure to Follow FERPA In addition to the possibility of personal litigation, proven FERPA violations may result in loss of federal funds to West Kentucky Community and Technical College. Violations of confidentiality and security will lead to appropriate disciplinary action. Other Important Things to Remember Checking a person s picture identification when discussing or releasing educational records is required. Always check to see if the student is permitting disclosure of information before you release any information on that student. Discussing a student s record on the phone is prohibited since you cannot verify the student s identity with picture identification. Never respond to requests for confidential information unless the request comes in from the student s kctcs.edu address. Even then, be very cautious. Form C.2

5 Discussing a student s record with any person who does not have a legitimate educational interest is a violation of FERPA. This pertains to conversations on and off the job. Releasing confidential student information (non-directory) to another student, university organization, or any person who does not have a legitimate educational interest is a violation of FERPA. Leaving reports or computer screens containing confidential information in view of others or leaving your computer unattended while signed on to the student system is a violation of FERPA. Putting paperwork in the trash or recycling receptacles with student s information (e.g. course number, grades, etc.) is a violation of FERPA. I have read and understand my responsibilities with regard to FERPA. Name (please print) Department TUTORING CENTER Signature Date If you have any questions about FERPA compliance, please contact Jessica Puffenbarger, Registrar (43504). Form C.3