A self-guided module on FERPA policy and practice is available in Workday Learning. This module is broadly available to anyone with Workday access, but is automatically assigned to anyone whose security role in Workday includes access to student record information. The module can be accessed in Workday Learning and must be completed within 60 days of being assigned. Refer to the list of frequently asked questions below and Related Resources.

I cannot see my assigned module in Workday.

To view your assigned FERPA module in Workday

  1. Log in to Workday.
  2. On the Global Navigation Menu on the left side, locate the Personal application category
  3. Click the Learning application under the Personal application category
  4. Required assignments are found under My Learning.
  5. Click on Family Educational Rights and Privacy Act (FERPA).
  6. Click the Start Course button.
  7. Click the Launch Content button.
    • If you receive a Popup Blocked message, click Launch Course again.
  8. The course will open in a new window.
  9. Click Start Course or Begin to begin the module. Follow the instructions presented on screen until you receive confirmation of successful completion.
  10. When you have finished the course, close the window to return to Workday.
I was hired recently. Do I still have to complete FERPA module?

If the job includes a security role with access to student record information, the FERPA module will be assigned on the first day and must be completed within 60 calendar days.

I am retiring soon. Do I still need to complete the module?

Yes. If the module has been assigned to you in Workday Learning, you are required to complete it, even if you are planning to retire soon.

I don’t see the assignment in my Workday My Tasks (inbox).

The assignment appears in your Notification Center (bell icon) in Workday and on your Learning Home page, not in your My Tasks.  If you are still unable to locate or access your course, please call the Workday Help Desk at 314-935-WDAY (9329).

I didn’t get an email notification about the assignment.

By default, most notifications related to Learning in Workday will be delivered with your Workday Daily Digest email, which is sent daily around 10 a.m. You can change your individual notification preferences to receive notifications about Learning immediately. Refer to the Change Preferences for Workday Notifications tutorial for step-by-step instructions.

I got a pop-up blocker. What can I do?

Click the second Launch Course button to proceed. If you want to keep this from happening for future courses, you can set your browser to allow pop-ups. Browser settings and connectivity can interfere with completion data being transmitted back to Workday. Pop-up blockers or browser extensions may disrupt communication between the course window and the system, and an unstable internet connection can interrupt the signal that triggers the completion event. We have some reason to believe pop-up blocker settings may be more of an issue on Mac devices than on PC. However, IT does have a policy on WashU managed devices that should allow Workday pop-ups, so these should be rare.

I am experiencing other technical difficulties. What should I do?

Technical issues may be caused by your browser’s cache and third-party browser extensions. If you’re having trouble, the easiest way to eliminate these variables is to use your browser’s private browsing mode. This disables extensions and bypasses your browser cache while in this mode.

Follow the instructions below to open a new window in your browser’s private browsing mode and access the assignment from that window. If you continue to have trouble, please call the Workday Help Desk at 314-935-WDAY (9329).

I am a researcher and do not teach students. Am I still required to complete the module?  

While you may not routinely access student data in Workday, your current security role does provide access to the system. Because the training requirement is based on system access, rather than frequency or intent of use, completion of the FERPA Workday learning course is required. Additionally, while you may not teach students and access their information on a class roster, student record information is used in many contexts at the university such as research labs, committee work or other departmental responsibilities. Awareness of WashU FERPA practices is necessary.

Are students in mentored teaching and assistants in instruction roles required to complete this module?  

Yes. Students performing these functions will be automatically assigned the FERPA training once they are assigned to a course section.

Is this required of those with access to student records from both the Danforth and Medical campuses?

Yes. Washington University’s FERPA policy and practice is applicable to schools and programs on both campuses.

I only work a few hours a month. Do I still need to complete the module?  

Yes, the module is required even for part-time and 0 FTE employees if they are not student workers.

How can I confirm that my module completion went through?

Once you have successfully completed the course, it will no longer appear on the Required for You section of your Learning Home page. You can confirm by going to Learning Home and selecting My Transcript. Completed modules display in the Learning History section.

How can I print out my course completion certificate? 

At any time after completion you can click the Generate Learning Certificate link in the course or run the report RPT7387 – WU – Learning Course Completion Certificate to generate a certificate of completion.

How can I complete this module when I am not able to pause my regular job duties?

Completing the assigned FERPA Module is required for those who have access to student record information. Employees who are paid hourly should complete the module during paid time. If a supervisor or manager approves the employee completing the module outside of regular business hours, their time must be adjusted for the time spent on the module. Please ask your supervisor or manager for assistance in identifying time to complete the module.

As a manager, how can I tell whether my employees have completed their assigned module? 

Refer to the View My Team’s Enrollments and Completions in Workday Learning tutorial.

As a Departmental HR Partner, Departmental HR Partner Lead, or Learning Partner, how can I determine whether employees in my area of support have completed their assigned module?

Individuals in these roles can run the report RPT7268 – WU – Learner Status Report for Assigned Learning and filter to their area of support and the FERPA module. Visit the View Learner Status Report for Assigned Learning tutorial for step-by-step instructions.

I’m not a Departmental HR Partner/Departmental HR Partner Lead for my area of responsibility, but I still need to monitor training for employees. Is there a way for me to see training completion information for my area?

Please work with your security approver to determine whether the Learning Partner security role is right for you. This role grants access to monitor and manage training assignments, enrollments, and completions in Workday Learning for designated supervisory organizations.

I have responsibility for faculty and/or staff I may not have access to view in Workday via a supervisory organization or as a direct manager. Is there a different way to see a detailed list of completions of the FERPA module?

Please send an email to OURSystemSupport@email.wustl.edu to get a detailed list of your departmental assignments, enrollments and completions.

Related Resources