What must institutions do to provide access to education records?

To provide access to education records as mandated by FERPA (Family Educational Rights and Privacy Act), institutions must schedule a convenient time for students or parents to view their records. This approach aligns with FERPA's requirement that schools allow parents and eligible students to inspect and review the student's education records within a reasonable time period, which is generally within 45 days of the request.

By scheduling a time, the institution ensures that they can manage privacy and security considerations effectively while also accommodating the needs of the requester. This method allows institutions to facilitate access in a controlled environment where staff can be available to assist, answer questions, and ensure the integrity of the records is maintained during the viewing process. This process also allows for clarification and discussion if needed.

The other options may not comply with FERPA's best practices. For instance, giving immediate access upon request could lead to privacy concerns or logistical issues. Sending copies via mail could raise concerns about the protection of sensitive data during transit, while having staff members read records aloud might compromise confidentiality, especially in public settings. Therefore, scheduling an appointment is the most appropriate practice to ensure compliance with FERPA while allowing responsible access to educational records.