If your club/organization would like to hire an outside individual (training, coaching, lecture, etc.), please be aware that each individual will be required to provide proof of vaccination or file for exemption and be asked to complete a background check. Only then can a contract be created to allow them to be paid and for the school to hold legal responsibility. Please fill out the coach registration form if you wish to hire someone. Please also make sure it is within the organization’s budget before trying to hire any individual.
Reserving Spaces on Campus
The campus has lots of different spaces available to find the one that works best for your club/organization! If you plan to use a classroom to meet or need space for an event, please make sure to reserve it! All reservations can be made through 25live. All events will need to be approved before they can happen. To request an event that involves community numbers, fill out the COVID Event Request Form within Community. To request an event involving outside community members, please fill out the COIVD Event Request Form Outside Community.
The Family Educational Rights and Privacy Act (FERPA)
“The Family Educational Rights and Privacy Act (FERPA) is a Federal law that protects the privacy of student education records.* The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. Enacted in 1974, the law gives students and parents several rights. Once the student turns 18 or enters a postsecondary school at any age the rights are transferred to the student”
*An “education records” is defined as, ‘“any record maintained by the university which is directly related to a student”. This includes a range of information about a student that is maintained by a school in any recorded way such as handwriting, print, computer media, video or audio tape, film, and microfilm. This means that almost any document which contains information about a student can be considered part of the student’s educational record.”’
FERPA gives Puget Sound students:
- The right to inspect and review education records.
- The right to seek amendment of education records.
- The right to consent to the disclosure of education records.
- The right to obtain a copy of the university’s FERPA policy.
- The right to file a complaint with the Department of Educations FERPA Compliance Office.
What does this mean for ASUPS and Club Leaders?
The name and information of Club Presidents, Vice Presidents, Treasurers, and all club members fall under FERPA. Club members should not give other departments outside of ASUPS the name or information of other club members without the approval of said club member. Club rosters are kept by the ASUPS Executive Cabinet and only shared with other departments on campus on
an emergency need-to-know basis. Note, the Office of the Dean of Students and Student Affairs is outside of ASUPS.
Presence allows for all members of our community to freely join clubs and communicate about club events without needing to worry about other departments accessing their information. For this reason, we encourage club leaders to use Presence as often as possible – it keeps us in FERPA compliance.