Adoctus FERPA Policy

This FERPA Policy was last updated on 24 April 2020.

What is FERPA?

The Family Educational Rights and Privacy Act of 1974, commonly known as FERPA, is a federal law governing the privacy of education records. It grants specific rights to current and former students and sets restrictions on how schools may handle education records. FERPA requires that schools obtain written permission from students before releasing education records. Exceptions to this include emergency situations in which the health and safety of the student is involved, or to provide information to schools to which an Adoctus student is transferring, in certain disciplinary cases, and in other circumstances described in FERPA. In addition, in well-defined circumstances, some information may be released without written permission from the student (please see public information below).

Adoctus Distributors/Partners with a legitimate educational interest may also have access to a student’s education records without prior consent. The complete policy on privacy of records is contained in the Privacy Policy and Data & Security Policy.

FERPA applies to the United States of America but its principles, conditions and rule set is applicable to all Governing Courts or Jurisdictions.

Any Student/Facilitator or Partner accessing Adoctus from South Africa will follow the procedures, rules and regulations defined by this FERPA Policy, The Data & Security Policy and Privacy Policy.

What is an Education Record?

The definition of an education record under FERPA is broad. It essentially refers to any record that is directly related to a student and that is kept by the college or someone acting on behalf of the college from which an individual student, or students, can be personally (individually) identified. Records can include: files, documents, and materials in any medium (handwritten, tape, disks, film, microfilm, microfiche, email, etc.)

What Records does Adoctus keep of Students?

  • History of All Modules Completed and in Progress
  • History of All Lessons Completed and in Progress
  • History of All Quizzes Completed and in Progress
  • History of All Courses Completed and in Progress
  • History of All Communication conducted on the Adoctus Platform
  • History of All Badges Achieved
  • History of All Certificates Achieved
  • History of All Documents Shared
  • History of All Portal Access Dates and Times
  • History of all Biometrics for Behaviour Tracking

FERPA gives each Student the following Rights:

  • The right to inspect and review education records that Adoctus is keeping on the student.
  • The right to seek amendment to those records.
  • The right to consent to any disclosure of those records, unless disclosure is permitted under FERPA.
  • The right to file a complaint with the FERPA Family Policy Compliance Office.

Note: When a student reaches the age of 18 or begins attending a post secondary institution regardless of age, FERPA rights transfer to the student.

Public Information

The items below are considered public information and may be released to third parties at the discretion of Adoctus or by written request by the Student, the Students Parent/Guardian or the Facilitator. Currently enrolled students may request that public information be withheld. Since there are important consequences of such a request, students must consult with Adoctus and in writing request to release public records to third parties. Adoctus will not be held liable if the Student, the Students Parent/Guardian, or The Facilitator releases any information of the student to third parties without its prior written consent.

  • Name
  • Facilitator Details (acting as an online campus)
  • Facilitator email address
  • ID photo (in this event the students Avatar)
  • Pronouns (if any)
  • Dates of attendance
  • Course History
  • Name of Facilitator/Portal Administrator/Advisor
  • Participation in officially recognized activities
  • Dates, titles, and committees of Divisional projects
  • Most recent educational institution attended
  • Skills
  • Badges & Certificates

Release of Restricted Information

Students must request in writing a ‘Release of Privacy of Records’ regarding Parent/Guardian or Facilitator access and the release of Restricted Information. The request must be made in writing to Ordinarily, students themselves may share evaluations with other students. In some cases, however, parents, guardians or individuals acting as parents in the absence of a parent or guardian, may request information from Facilitators, Portal Administrators or Partners. Students indicate whether Adoctus may release to these individuals general information on academic progress and financial matters and/or copies of academic contracts, and whether, upon request, Adoctus may send them copies of evaluations. Other third parties may obtain non-public information if the student has granted specific permission to do so.

Privacy rights apply only to currently enrolled students and former students. These rights pertain to any education records in whatever form maintained by the Facilitator.

Adoctus cannot act accordingly if no request has been sent to Adoctus and cannot be held liable if a Facilitator, a Parent/Guardian or Student does not comply with the Data & Security Policy, Privacy Policy and FERPA Policy rules and regulations.

Parent/Guardian E-Learning Consent

Any student that wishes to use the Adoctus Platform directly or indirectly by means of a Facilitator (Digital Campus) must have proper written consent from a Legal Parent/Guardian of the Student.

  • The consent document is made available to Parents/Guardians of the Student and is Co-Signed by the Facilitator to ensure strict privacy rules are in place. To download the Consent document please click here.
  • Parents/Guardians and Facilitators (Digital Campus) of Students must ensure proper record keeping of the document is in place and kept for a minimum of five (5) years from signature date.
  • Adoctus can at any point conduct an audit of individual Students and request the signed document from the Facilitator and/or Parent/Guardian.

FERPA Training

All Facilitators of Adoctus and their Portal Administrators are expected to complete a brief (no more than 10-15 minutes) online FERPA training, which includes a 4:03-minute educational video and a website link with all the latest FERPA news.

  • Resource Link 1 – Educational Video by US Department of Education: Link
  • Resource Link 2 – FERPA & Virtual Learning: Link

Questions about Student Privacy

Questions related to FERPA and Student Privacy should be directed to