Compliance Compass

Updates from the Office of Compliance, Risk, and Ethics
August 2025

Five FERPA Facts You Should Know

FERPA is the Family Educational Rights and Privacy Act of 1974. Here are five essential things you should know about FERPA:

1. The privacy of a student’s educational record is protected under FERPA. The student or any employee with a legitimate educational interest has access to the following:

Admission information for enrolled students
Biographical information
Coursework and information about academic progress
Disciplinary records
Student accounts and financial aid records

A “legitimate educational interest” is determined on a “need to know” basis. In general, a legitimate educational interest exists when an employee is performing a task that is specified in their position description, related to a student’s education, related to the discipline of a student, providing a service or benefit relating to a student or student’s family, or maintaining safety and security of the campus.

2. Parents, spouses, family members, employers, and others do not have access to the student’s educational record, unless granted by the student. The Office of Admissions and Records has a "Permission to Release/Withhold Education Record Information" form. Students may complete this form at the Office of Admissions and Records. The form allows students to designate third parties who may have full access to their student records.

3. A parent of a student who is their legal, tax dependent can request access to the student’s educational record. To do so, the parent must come in-person to the Office of Admissions and Records and present a picture ID and their most recent Federal Tax Return verifying that the student is a legal, tax dependent.

4. Students have the right to inspect and review their educational records within 45 days of the day the College receives a request for access. Students also have a right to request to amend their educational records if the student believes they are inaccurate or misleading.

5. Some information about the student is designated as “directory information,” which is considered, if disclosed, unharmful to the student. The College has designated what is directory information in our Policy and Procedure 41003—Student Cumulative Records.

See the campus registrar for further questions on FERPA. You may also send any FERPA related questions to FERPA@montgomerycollege.edu.

Situations and Solutions

1. I have several high school students in my class. Some parents are calling asking how their dually-enrolled child is doing. I am not sure what I can share with the parent. Does the FERPA protection apply to a student that takes classes both at MCPS and Montgomery College?

FERPA rules apply to any student taking a credit class at Montgomery College. Their educational records are protected under FERPA regardless of their age. The dually-enrolled student can grant others access to their educational record by submitting a release form. Parents also may present proof that the student is their financial dependent and be granted access to the student’s educational records. If parents wish to supply such documentation, do not personally accept it, direct them to the Office of Records and Registration.

2. One of my students has been absent two out of the last four class sessions. I overheard her talking to a classmate recently about being pregnant, but the student hasn’t said anything to me. My department’s policy is that any more than two absences will result in a lower participation grade. What should I do if this student misses class again? May I ask her for a doctor’s note?

Title IX requires that students be allowed to take time off of school for pregnancy, childbirth, miscarriage, termination, or recovery from any of these events. Absences must be permitted, without penalty, for as long as the student’s doctor deems it is medically necessary. When the student returns to school, she must be given the opportunity to make up any work missed. Some students may need a few absences for medical appointments, while others may need a longer leave of absence for a high-risk pregnancy or childbirth.

Regardless of department policy, students cannot be penalized for taking this leave. The rule may also apply to a student whose partner is pregnant, at the discretion of the Title IX Coordinator.

Do not ask the student for a doctor’s note. Instead, contact the College’s Title IX Coordinator Kristen Roe for guidance about how to proceed. More information can be found on the College’s Title IX webpage.

A picture of two men having lunch. It reads “A business lunch with a vendor is fine, so sit down and dine! A vendor may pay for your meal if consumed in their presence. The offer of a gift of a meal where the vendor does not participate is prohibited.”

A decorated graduation cap that reads “HAD TO pivot BUT I did it.”

How Does Title IX Affect Student Success?

Title IX is a federal civil rights federal law that prohibits sex-based discrimination in educational programs and activities. At the College, the Title IX team serves as a central resource, addressing a wide range of concerns—including sexual harassment, pregnancy, sex-based discrimination, and equity in athletics.

When students experience sex-based discrimination, it can create barriers to success and significantly affect their ability to fully engage with and benefit from their education. To help students stay on track, be sure to connect students with the Title IX team.

Mandated Reporting Responsibilities: Faculty and staff are designated as mandated reporters. If a student discloses an incident of sex-based harassment, it is the employee’s responsibility to report it to the Title IX team, including the student’s identity. Upon receiving the report, the Title IX team will reach out to the student and provide crucial information about their rights, available grievance processes, supportive resources, and services—ensuring equitable access to campus life and learning.

Support for Students Experiencing Pregnancy & Related Conditions: Students who are pregnant or navigating related health conditions also have protected rights under Title IX. Academic adjustments are one such accommodation that helps maintain access to education. If faculty or staff become aware of a student’s pregnancy or related condition, they should contact the Title IX team. The office will then provide the student with important information and support services tailored to their needs.

Build Confidence in Your Role: To help faculty and staff effectively support students, the training course "Bridges: Building a Supportive Community: Clery Act and Title IX" is available in WorkDay under the Compliance, Ethics & MC Policies Tab. This course provides essential guidance for compassionate, compliant responses to student disclosures.

And the Winners are...

Thank you to all who completed the Montgomery College Ethics Training by the June 25 due date! The course was meant to provide an essential guidance to our Policy and Procedure 31000—Code of Ethics and Employee Conduct, focusing on areas of concern and how to handle them in ways that promote a culture of accountability and integrity. Some of the areas covered were conflicts of interest, ethical decision-making, and speaking up.

Congratulations to our winners:

Tanisha Alston, who won a pair of Bluetooth Headphones, symbolizing the power of listening where everyone feels heard and valued.
Paul Bayhurst, who won an Echo Pop, representing the courage of speaking up to ensure openness and ethical conduct.
Melvina Cherry, who won Brené Brown’s Dare to Lead, a book celebrating the inspiration to lead with integrity.

Remember, long-term success is not only about what we can achieve, but also how we achieve it.

Ethicsland cartoon. Scene 1-Technology has brought us many wondrous things these past few years… Scene 2-Dozens of new communication devices, Scene 3-Scores of new gadgets, Scene 4-And hundreds of new ethical dilemmas.

Manage your preferences | Opt out using TrueRemove™
Got this as a forward? Sign up to receive our future emails.
View this email online.

9221 Corporate Blvd.
Rockville, MD | 20850 US